California HOA Pre-Ballot Notice
The pre-ballot notice is a general notice sent to members before ballots are distributed. It gives members the practical details of the upcoming vote so nothing on the ballot arrives as a surprise.
What Is This Notice?
A pre-ballot notice is the association's advance communication about the election itself: the date ballots go out, the date and location of the meeting where ballots are counted, and how members can verify or correct their information.
It exists so members can participate meaningfully. A member who knows the schedule in advance can update a mailing address, request a replacement ballot or plan to observe the count.
When Is It Used?
It is sent after the candidate list is settled and before ballots are distributed.
In practice it is often the last notice a member receives before the ballot package arrives.
What Information Does It Typically Include?
- The date, time and location of the meeting at which ballots will be counted
- The date ballots are scheduled to be distributed
- The list of qualified candidates, where applicable
- The deadline for returning a ballot
- The name and contact information of the inspector of elections
- How a member may verify or correct the mailing address on file
- How a member may request a replacement ballot
- A reference to where members can review the association's election rules
- The reconvened-meeting and 20 percent quorum statement, when the governing documents require a quorum
Who Receives the Notice?
The pre-ballot notice is delivered as a general notice to the membership using the delivery methods permitted by the association's governing documents and California law.
Members who have elected a specific delivery method should receive it accordingly, and the association should retain proof of delivery.
Timing & Deadlines
Civil Code §5115(b) requires general notice at least 30 days before ballots are distributed. It must include: the date and time ballots are due and the physical address where they are returned or handed to the inspector; for electronic voting, the deadline to submit electronic ballots and preliminary voting instructions; the date, time and location of the meeting where quorum (if required) is determined and ballots are counted; and the list of all candidates' names that will appear on the ballot.
If the governing documents require a quorum, the notice must also say the association may call a reconvened meeting at least 20 days after the scheduled election if quorum is not reached, and that the quorum at that reconvened meeting will be 20 percent of the members voting in person, by proxy or by secret ballot (unless the governing documents set a lower quorum).
Members who have requested individual notice must receive it individually under §4040.
Working backward from the annual meeting: voting deadline, then ballot mailing at least 30 days earlier, then this pre-ballot notice at least 30 days before the ballot mailing. That puts the pre-ballot notice at least 60 days before the election.
Related California Civil Code
California Civil Code §5100
Secret ballot elections
Requires secret ballot elections for directors, certain assessments, governing document amendments and exclusive use grants, and requires a director election at the end of each term and at least once every four years.
California Civil Code §5110
Inspector of elections
Covers appointment of one or three inspectors of elections, who may serve, and the duties of the inspector in administering the vote and tabulating ballots.
California Civil Code §5115
Election notices and ballot procedures
Sets the core deadlines: 30 days' notice before the nomination deadline, a general notice 30 days before ballots are distributed, ballots mailed 30 days before the voting deadline, and reconvened meeting rules when quorum fails.
California Civil Code §5120
Ballot counting and tabulation
Requires votes to be counted in public at a properly noticed open meeting, makes a received ballot irrevocable, and requires general notice of the tabulated results within 15 days of the election.
Last reviewed: October 5, 2026
Common Mistakes
- Sending the pre-ballot notice too close to the ballot mailing date
- Listing a meeting date that later changes without re-noticing members
- Omitting the inspector of elections' contact information
- Not explaining how a member requests a replacement ballot
- Using an outdated candidate list
- Sending the notice less than 30 days before the ballot mailing date
What Happens Next?
After the pre-ballot notice period, the association distributes ballots together with the annual meeting and ballot notice.
Frequently Asked Questions
No. The pre-ballot notice is advance information about the election. The ballot and its voting instructions are distributed separately later in the timeline.
It gives members advance notice of the counting meeting, the ballot schedule and the inspector's contact information so they can correct records and plan to participate.
They serve different timing requirements and are usually separate documents. Associations should confirm the specific timing that applies to each before combining anything.
Associations should keep delivery records and address gaps promptly. Persistent delivery failures can raise questions about the validity of the process.
At least 30 days before ballots are distributed, under California Civil Code §5115(b).
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Have HOA Elections Manage the ProcessElectionNotices.com provides general educational information regarding HOA elections and election notices. The information provided is not legal advice and should not be relied upon as a substitute for consultation with qualified legal counsel. Election requirements may vary based on applicable law, an association's governing documents, election rules and individual circumstances.