Getting Your Virginia HOA's Records

The Virginia Property Owners' Association Act gives members a concrete right to the association's records on a short clock — and limits what a board may withhold. For your specific situation, a licensed Virginia attorney is the right resource. This is general information, not legal advice.

How much notice does a Virginia HOA records request need?

It depends on how the community is managed. Under Va. Code § 55.1-1815, a member in good standing may examine and copy books and records on five business days' written notice if a common interest community manager runs the association, or 10 business days' written notice if it is self-managed. The request must be for a proper purpose.

Under § 55.1-1815, a member in good standing may examine and copy "all books and records kept by or on behalf of the association," so long as the "request is for a proper purpose related to his membership in the association." The request is made on written notice that "reasonably identifies the purpose for the request and the specific books and records."

The clock depends on how the community is managed: "five business days' written notice for an association managed by a common interest community manager and 10 business days' written notice for a self-managed association." That short, definite window is one of the more owner-friendly records timelines among the states.

What records can a Virginia HOA withhold?

Only narrow categories, and only the protected portions. Under Va. Code § 55.1-1815, an association may withhold personnel matters, contracts under negotiation, pending litigation or government proceedings, attorney-client communications, executive-session minutes, and other members' files, among others. Only the portions containing excluded information may be withheld or redacted, so a board generally cannot refuse an entire record.

The statute lets an association withhold narrow categories: personnel matters, contracts under negotiation, pending litigation or government proceedings, attorney-client communications, executive-session minutes, and other members' files, among others. But the exclusion is limited, not a blanket shield: "[o]nly those portions of the books and records containing information subject to an exclusion … may be withheld or redacted." So a board generally cannot refuse an entire record because one part is protected.

Can a Virginia HOA charge for copies of records?

Yes, up to actual costs. Under Va. Code § 55.1-1815, the association "may impose and collect a charge, reflecting the reasonable costs of materials and labor, not to exceed the actual costs." The charge must follow a cost schedule applied equally to all members, which keeps the cost of copies tied to actual expense.

What owners commonly request

People reviewing the association's records often look at:

• Annual budgets, reserve studies, and financial statements
• Board and member meeting minutes and notices
• The declaration, bylaws, adopted rules, and any schedule of charges
• Vendor contracts, bids, and bank records
• The assessment ledger and any memorandum of lien for the lot

Records frequently feed other disputes — questioning a charge or the assessment lien usually starts with the underlying documents.

When records are refused

If an association denies a proper request, the Common Interest Community Board's complaint process under § 54.1-2354.4 is one avenue — a member who receives a final adverse decision may file a Notice of Final Adverse Decision with the Ombudsman within 30 days. A licensed Virginia attorney can also advise on enforcing the § 55.1-1815 right directly.

What people generally do

For owners seeking Virginia records, a few practical points:

• A written request that cites § 55.1-1815 and identifies the records and purpose specifically is the usual starting point.
• The five- or ten-business-day window depends on how the community is managed.
• Keeping a copy of the request and any response is common practice.
• If a proper request is refused, a licensed Virginia attorney or the Ombudsman complaint route are the available resources.

Sources

• Va. Code § 55.1-1815 — Access to association records; association meetings; notice
• Va. Code § 54.1-2354.4 — Association complaint procedures; final adverse decisions