Quick answer: HOA board member contact information is usually obtained by contractors in one of two ways. It can be assembled by hand from state corporate filings, county records, association websites and property managers, which is free but slow and often ends at a gatekeeper. Or it can be pulled from a verified board contact database such as HOA Contact Lists, where 200,000+ Florida and 59,000+ Texas board members can be searched by county, city, ZIP code and officer title, and paid for only per contact used.
Roofing, landscaping, painting, paving and pool contractors are all told the same thing: HOA and condo work is decided by a volunteer board, so the board has to be reached. What is rarely explained is where a contractor is supposed to find those people, or which sources can be trusted once they are found. This guide covers every practical source, what each one actually provides, and how the pieces are combined into an outreach list that produces bid invitations.
Why the board is the contact that matters
In a professionally managed community, vendor requests are normally routed through the community association manager. The manager collects bids, but the contract is voted on by the board. When a contractor is known only to the manager, the proposal is judged against whichever vendors the manager already uses. When the board has already heard of the company, the proposal is read differently. In self-managed associations, which make up a large share of smaller Florida and Texas communities, there is no manager at all, and the board is the only door.
For that reason, most successful HOA contractors work both channels. The manager is asked how vendors are qualified, and the board is made aware of the company before the next capital project is discussed.
Where HOA board contact information can be found
| Source | What is typically found | Limits |
|---|---|---|
| State corporate filings (Florida Sunbiz annual reports, Texas Secretary of State) | Legal association name, registered agent, and in Florida the officers and directors listed on the annual report | Names and a mailing address only. No email or phone. Officer lists can be a year out of date. |
| Texas HOA management certificates (hoa.texas.gov and county records) | Association name, management company and a designated contact | Identifies the manager, not the individual board members. |
| County property and recorder records | Declarations, amendments and the association’s recorded mailing address | Useful for confirming the right entity. Board members are rarely named. |
| Association websites and owner portals | Board rosters, meeting notices, management company details | Florida condos with 25 or more units and HOAs with 100 or more parcels are required to keep websites, but many board pages sit behind an owner login. |
| Property management companies | Vendor qualification process, bid calendars | Board contact details are generally not shared with vendors. |
| Verified board contact database (HOA Contact Lists) | Current board members by name and title, with email, phone and mailing address where available, filtered by county, city, ZIP and officer title | Paid per contact. Coverage is limited to Florida and Texas. |
The free route: building the list by hand
A board list can be built without spending anything, and for a contractor targeting a handful of communities it is often enough. The usual sequence is as follows. The association’s legal name is confirmed from the county record or the community sign. The officers are then looked up in the state corporate registry, where Florida annual reports list them by title. The management company is identified from the association website, a meeting notice or the Texas management certificate. Finally, the manager is asked how vendors are added to the approved list.
The weakness of this route is scale. Each community takes between fifteen minutes and an hour, and the result is usually a name and a mailing address rather than a working email or phone number. A roofer covering a single county with several hundred associations cannot build that list by hand in a reasonable time, and the list starts to go stale as soon as the next annual election is held.
The fast route: a verified board contact database
A board contact database replaces the manual research step. On HOA Contact Lists, current board members are compiled from public state filings, county property records and recorded association documents, and superseded board members are withdrawn from sale when an election changes the board. Searches can be scoped to a service area by county, city or ZIP code and narrowed by officer title or by association size, so a painting contractor can target presidents of associations with 100 or more units in two counties without paying for anything else.
Coverage is published rather than claimed. As of September 2026, the database holds 200,582 current Florida board member contacts across 49,230 associations and 59,953 Texas contacts across 23,910 associations. About three in four Florida contacts and seven in ten Texas contacts carry an email address, and almost all carry a mailing address. The full breakdown is shown on the data coverage and verification page. A preview is shown before anything is purchased, and every new account is given 5 free credits.
A workflow that turns contacts into bid invitations
- The service area is defined first. Only communities that can realistically be served are included, filtered by county or ZIP code and, where it matters, by unit count.
- The right officer is chosen. Presidents are contacted for major projects, treasurers for budget-driven work such as reserve-funded replacements, and maintenance or architectural committee chairs where they exist.
- The manager is approached in parallel. The management company is asked how vendors are qualified, and the license, insurance certificate, W-9 and references are supplied in one message.
- The board is given a reason to remember the company. A short, community-specific email is sent with one clear offer, such as a free condition assessment or a budget estimate for the next reserve study.
- Timing is matched to the budget cycle. Most boards set next year’s budget in the fall, so outreach is best timed before those meetings rather than after the budget has been approved.
More detail on timing is given in when to pitch Florida HOA boards, and on message length in writing emails board members will answer.
Staying compliant
Commercial email to board members is covered by the federal CAN-SPAM Act, which requires a truthful sender and subject line, a physical mailing address and a working unsubscribe option that is honored promptly. Calls and texts are governed separately by the Telephone Consumer Protection Act and state telemarketing rules, and automated texts in particular should not be sent without consent. Board members are volunteers, and outreach that is short, relevant to their community and easy to decline is treated far better than a generic blast.
Guides by trade
Trade-specific advice on what HOA boards look for is available for roofing, landscaping, painting, paving, pool service, HVAC and plumbing contractors. For a general guide to identifying the members of a specific board, see how to find HOA board members.
Frequently asked questions
What is the best way for a contractor to get HOA board member contact information?
For a few communities, the board can be identified for free from state corporate filings and association websites, and the manager can be asked how vendors are qualified. For a full service area, a verified board contact database such as HOA Contact Lists is faster, because current board members are already compiled with titles, email addresses and phone numbers and can be filtered by county, city or ZIP code.
Are HOA board member names public?
In Florida, the officers and directors of an association are listed on its annual report with the Division of Corporations, which is a public record. In Texas, the management company and a designated contact are recorded in the association’s management certificate. Email addresses and phone numbers are generally not published in either state.
Should the property manager or the board be contacted?
Both. The manager controls the vendor file and the bid process, while the board votes on the contract. Contractors who are known to the board before a project is put out to bid are consistently given more consideration than those who are known only to the manager.
Is it legal to email HOA board members about a service?
Yes, business email to board members is permitted under the CAN-SPAM Act as long as the sender is identified truthfully, a physical address is included and unsubscribe requests are honored. Calls and texts are subject to separate federal and state telemarketing rules.
How much does HOA board contact data cost?
On HOA Contact Lists, contacts are paid for individually with credits, with no subscription. Matching associations and contact counts are previewed before purchase, and 5 free credits are given to every new account. Current rates are shown on the pricing page.