HOA and Residents Association Vendor Service Agreement

The board president or an authorized property manager must sign the agreement on behalf of the association. This authority is typically granted through an official board vote recorded in the meeting minutes. Individual board members or residents should never sign in their own names, as this can expose them to personal liability.

An additional insured endorsement extends the vendor’s liability coverage to protect the HOA directly against claims arising from the vendor's work. If a resident or guest is injured due to the contractor's negligence, this clause ensures the contractor's insurance pays the claim rather than the association's policy. Without it, your HOA's premiums could skyrocket due to accidents caused entirely by third parties.

All modifications to the original agreement must be documented through a written and signed change order. This document must clearly state the modification to the work, any adjustment in cost, and the impact on the project timeline. Verbal agreements or text messages are not legally binding under a standard integration clause and should never be relied upon.

Yes, provided your contract includes a termination for cause clause outlining performance failures or a termination for convenience clause with a notice period. You must first deliver a written notice of default giving the vendor a set number of days to cure the issue as specified in the agreement. If they fail to correct the work within that window, you can legally terminate the contract without penalty.