A guide for Utah HOA boards
How to switch HOA management companies in Utah
If your board spends its evenings chasing the manager you pay, you can leave. Here's how a Utah board changes managers, start to finish, and what to ask for so nothing falls through the cracks.
Updated October 2, 2026
Signs it's time to switch.
Boards rarely leave over price. They leave because they're still doing the manager's job.
- You email your manager and wait days for a reply.
- Fees show up on statements that nobody on the board approved.
- The board can't see the books between annual meetings.
- Your manager has so many communities they still mix yours up.
- Neighbors knock on your door, because the manager doesn't answer them.
Eight steps, from contract to the first statement.
In order. Most of the work is in steps four to seven, and it's work the next manager should do for you.
Read your management contract.
Find the term, the renewal date (many renew automatically), the notice period, how notice must be sent, any termination fee, and what the manager must hand back when it ends. That's your timeline.
Line up the next manager before you give notice.
Ask for written proposals. Compare what's included, what's billed extra, who your manager will be, and how fast they reply. Leaving without a plan puts the board back on the hook for everything.
Vote, and put it in the minutes.
Hiring and firing the manager is usually a board decision, but check your bylaws and CC&Rs. Vote at a properly noticed meeting and record the decision.
Send written notice the way the contract says.
Use the method and address in the contract, date it, and name the last day of service. Ask in the same letter for every record and account to be handed over by that date.
Collect the records.
The records belong to the association, not the manager. Work from a written checklist (below) and follow up in writing until everything's in.
Secure the money.
Make sure every bank account is in the association's name, change the signers and online access, and reconcile each balance against the bank before the first new statement goes out.
Tell every homeowner.
Send a letter and an email with the date of the change, the new way to pay (autopay set up with the old manager may stop), and who to contact. Say it once, clearly, before the first dues date.
Update the state's HOA registration.
Utah requires the registration to carry the manager's contact details and to be updated within 90 days of a change. Tell your insurance agent and the title companies who handle sales in your community where requests go now.
The records to ask for.
Put this list in the notice letter, with a date. Tick each one off as it arrives.
- Governing documents and every amendment
- Owner roster with mailing addresses and contacts
- Owner ledgers, balances and the delinquency list
- Bank statements and account access
- This year’s budget and the last few years’ financials
- Reserve study
- Insurance policies and claims history
- Vendor contracts and warranties
- Board and annual meeting minutes
- Architectural requests and violation files
- Keys, gate codes and amenity access
- Website, email and online account logins
The Utah step boards forget.
A Utah HOA's registration with the Department of Commerce includes its manager's contact details, and it has to be updated within 90 days of a change. While it's out of compliance, no new lien can arise and the association can't enforce an existing one. Utah Code §57-8a-105. The law changes most sessions, so check the current text.
Or let us do it. Your board's part is a vote and a signature.
We review your current contract, draft the notice for the board to sign, request every record and follow up until it's all in, reconcile your finances, and tell every homeowner what's changing. For the first 90 days, you'll hear from us every week, whether or not anything's wrong.
Questions boards ask about switching
Still curious? Write to help@pavilion.community — we reply the same business day.
Often, yes. Look for the termination clause: many contracts let either side end it with written notice, sometimes with a fee. If yours only allows termination for cause, the notice period and renewal date set the earliest switch.
The notice period in your contract sets the date. The handover itself takes a few weeks of records, bank access and homeowner letters, which is why it helps to start lining up the next manager before you give notice.
Usually not. In most HOAs the board hires and fires the manager. Check your bylaws and CC&Rs, and record the board’s vote in the minutes.
The records belong to the association. Ask in writing, list exactly what you need and by when, and point to the contract. If that stalls, a letter from the association’s attorney usually ends it.
Yes. A Utah HOA's registration includes its manager's contact details, and Utah Code §57-8a-105 requires an update within 90 days of a change. While an association is out of compliance with registration, no new lien can arise and it can't enforce an existing one.
Often, yes, if the old manager ran the payment system. Tell homeowners the new way to pay before the first dues date, and remind anyone on autopay to set it up again.
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