HOA Management Published 2025-11-20 • 16 min read

HOA Painting Guide 2025 | Board Planning & Budgeting Tips

Planning an HOA painting project involves more than picking colors. From budgeting and contractor selection to scheduling and homeowner communication, this comprehensive guide helps board members and property managers navigate every step successfully.

HOA community exterior painting transformation

Quick Planning Checklist

Start planning 6-12 months before target start date
Get 3-5 competitive bids from licensed contractors
Review CC&Rs for approval requirements and color restrictions
Budget 3-5% contingency for unexpected issues - see our cost guide
Schedule during optimal weather and minimal homeowner disruption

Phase 1: Initial Assessment & Planning (3-6 Months Out)

Conduct Visual Inspection

Before requesting bids, thoroughly document current conditions:

Paint condition: Peeling, cracking, fading, chalking
Surface issues: Wood rot, stucco cracks, water damage - proper surface preparation is critical
Trim and details: Window frames, doors, railings, fascia
Previous repairs: Identify poorly matched or failing patches
Accessibility challenges: Height, landscaping, parking

Pro Tip: Professional Assessment

Many contractors offer free assessments. Having 2-3 contractors inspect helps identify issues you might miss and provides consensus on scope. Document with photos and notes for bid comparison.

Review Governing Documents

Check your HOA's CC&Rs and bylaws for:

Approval thresholds: Dollar amounts requiring homeowner votes
Color restrictions: Pre-approved palettes or architectural guidelines
Notification requirements: Advance notice periods to homeowners
Assessment authority: Special assessment procedures if reserves are insufficient

Establish Budget Range

Develop preliminary budget estimates based on:

Project Type	Typical Cost Range	Notes
Exterior Building (per unit)	$3,000-$8,000	2-story typical
Clubhouse/Amenity Center	$15,000-$50,000	Depends on size/features
Full Community (50 units)	$150,000-$400,000	Multi-building complex
Common Area Touch-Up	$5,000-$15,000	High-traffic areas only

For detailed pricing guidance, see our 2025 commercial painting cost guide.

Phase 2: Contractor Selection (2-3 Months Out)

Request for Proposals (RFP) Essentials

Create detailed RFP including:

Scope of work: Specific buildings, surfaces, and areas
Current conditions: Photos and description of issues
Color selections: Approved palette or color-matching requirements
Timeline constraints: Desired start/completion dates
Access considerations: Parking, gate codes, landscaping protection
Quality expectations: Surface prep standards, coating specs

Contractor Qualification Criteria

Verify each bidder meets minimum standards:

Non-Negotiable Requirements

Licensing: Valid contractor's license for your state
Insurance: General liability ($2M+) and workers' comp
Experience: Minimum 3-5 years HOA/multi-family work
References: At least 3 similar-sized HOA projects
Financial stability: Bonding capacity and credit references

Evaluating Bids: Beyond Price

Compare proposals on multiple factors:

Look For (Green Flags)

Detailed scope breaking down each surface
Specific product names and application methods
Clear surface preparation procedures
Defined project timeline with milestones
Warranty terms clearly stated
Professional presentation and communication

Watch Out For (Red Flags)

Vague "paint entire building" descriptions
Significantly lowest bid (20%+ below others)
Pressure to sign immediately
Reluctance to provide insurance certificates
No written warranty or unclear terms
Poor communication during bid process

Explore our professional HOA painting services.

Phase 3: Homeowner Communication & Approval

Pre-Project Communication Strategy

Transparent communication prevents complaints and builds support:

Initial announcement: 60-90 days before start, explain need and timeline
Color presentation: Display samples at common areas or online
Contractor introduction: Share contractor credentials and contact info
FAQ document: Address parking, access, schedules, and disruption
Progress updates: Weekly emails during project execution

Addressing Common Homeowner Concerns

"Why do we need this now?"

Explain deterioration impacts: water damage, wood rot, decreased property values. Share inspection findings and cost of delaying (exponential deterioration).

"Can I choose my own color?"

Clarify CC&R requirements for architectural uniformity. Offer limited approved palette or accent color choices if feasible.

"What about parking and access?"

Provide detailed schedule showing which buildings/areas affected each day. Offer alternative parking map. Share contractor contact for urgent issues.

"How will you protect my property?"

Detail protection measures: drop cloths, masking, pressure washing precautions. Note contractor insurance covers damage. Provide photo documentation process.

Phase 4: Project Execution & Management

Pre-Construction Meeting

Before work begins, meet with contractor to confirm:

Detailed schedule with daily activities
Site access procedures and security protocols
Communication channels and escalation procedures
Quality checkpoints and inspection process
Change order procedures and approval authority
Weather contingency plans

Active Project Oversight

Effective project management includes:

Weekly Oversight Tasks

Site walks: Inspect completed work for quality issues
Progress photos: Document before, during, after for records
Homeowner feedback: Monitor complaints and address promptly
Schedule tracking: Verify actual vs. planned progress
Safety compliance: Ensure proper equipment and procedures
Payment processing: Review completed milestones before release

Handling Issues & Changes

Problems inevitably arise. Address them systematically: document issues with photos, discuss solutions with contractor immediately, obtain written change orders before additional work, and communicate significant changes to board and affected homeowners.

Phase 5: Final Inspection & Closeout

Comprehensive Punch List

Before final payment, conduct thorough inspection:

Coverage: No missed spots, thin areas, or visible brush marks
Edges and trim: Clean lines, no overspray, proper masking
Surface quality: Smooth finish, consistent sheen, no drips/runs
Cleanup: All materials removed, landscaping restored, surfaces cleaned
Documentation: Warranty paperwork, product specs, color codes

Warranty & Maintenance Plan

Protect your investment with proper documentation:

Written warranty: Typically 2-5 years for labor, 10-20 years for materials
Color documentation: Save paint codes and batch numbers for touch-ups
Maintenance schedule: Annual inspections and minor touch-up plan
Reserve study update: Adjust projections based on actual costs/longevity

Common Pitfalls to Avoid

Budget Mistakes

Underestimating prep work needs
No contingency fund (add 10-15%)
Ignoring hidden damage requiring repair
Choosing cheapest bid without quality verification

Timing Mistakes

Starting during rainy season or extreme heat
Scheduling during major holidays
Insufficient lead time for contractor availability
No buffer for weather delays

Communication Mistakes

Inadequate advance notice to homeowners
No clear point of contact for issues
Failing to address concerns promptly
Poor documentation of decisions

Contract Mistakes

Vague scope of work language
No defined completion date or penalties
Unclear change order procedures
Missing warranty terms and coverage

Frequently Asked Questions

How much does HOA painting cost?

HOA painting costs vary by scope: exterior building painting runs $2-4 per sq ft, amenity centers cost $15,000-50,000, and full community repaints range from $100,000 to $500,000+ depending on unit count and building types. Budget 3-5% annual increases.

How often should HOA buildings be painted?

Exterior painting typically occurs every 7-10 years in moderate climates, 5-7 years in harsh climates (sun, salt, humidity). Interior common areas need repainting every 3-5 years. Regular inspections identify needs before major deterioration occurs.

Do HOA painting projects require homeowner approval?

Major painting projects often require homeowner approval depending on CC&Rs and bylaws. Projects exceeding budget thresholds (typically $10,000-$50,000) or involving special assessments usually need membership vote. Routine maintenance within approved budgets may not require separate approval.

What's the best time of year for HOA painting?

Spring and fall offer optimal conditions: moderate temperatures (50-85°F), lower humidity, and minimal rain. Avoid winter (freezing risk) and summer peaks (extreme heat, holiday conflicts). Schedule 6-12 months ahead for best contractor availability.

How do we fund a large painting project?

Options include: reserve funds (ideal), special assessment (one-time fee to all owners), loan/line of credit (spreads cost over time), or phased approach (paint sections annually within regular budget). Reserve studies guide long-term funding planning.

Expert HOA Painting Services

At Moorhouse Coating, we specialize in HOA projects of all sizes. With 27+ years of experience, we understand the unique challenges of community painting: scheduling, communication, quality consistency, and minimizing homeowner disruption.

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