Junk Mail Magic

Hand off promotional mail when a condo board changes

When a condo board turns over, the outgoing officers should give the new board a short list of vendors that send promotional mail. Resident and financial records stay out of that list. The incoming officers then decide which advertisers to keep, which to ask for an address or contact update, and which to ask to stop.

By Junk Mail Magic. Updated .

Build the handoff list

  1. Before the transition meeting, the outgoing officer gathers recent ordinary advertisements addressed to the board and notes the sender and the officer name printed on each.
  2. Pull out anything that is not advertising. Invoices, insurance notices, legal letters and owner correspondence go through the normal records handoff.
  3. List each advertiser with the name and address exactly as printed. Leave out owner names, unit numbers and account details.
  4. At the meeting, the incoming board marks each advertiser keep, update or stop, and names the officer who may contact vendors for the association.
  5. That officer contacts each vendor through the route it publishes and asks it to address mail to the officer role or the association's address, or to stop promotional mail.

Keep real bills out of the advertising list

The FTC warns businesses and nonprofits about fake invoices and says to check invoices against approved purchase records before paying. If a vendor mailer is formatted like a bill, check it against what the board actually ordered before it goes on the advertising list or gets paid.

The new officer can change only the association's own advertising records. Mail addressed to individual owners is theirs to manage.

Advertising handoff sheet

Example for your own use. Replace the bracketed details and review what you share.

Association: [name] Outgoing officer: [name, role] Incoming officer: [name, role] Advertiser: [name] Addressed to (as printed): [officer name or title] Decision: [keep / update address or contact / stop] Contact route used: [vendor's published route] Date requested: [date] No resident or financial records attached.

Put the list where the next board will find it

File the sheet in the officer binder under Vendor advertising, dated and signed by the officer who holds it. At the next transition, start from that page, remove advertisers that no longer write, and add new ones.

Official source

Keep private addresses out of a board’s advertising reviewMove organization advertising away from a former officer’s homeReview vendor marketing sent to an HOA boardClubs and organizationsAll practical mail guides

Have an unwanted advertisement ready?

Photograph one piece you are authorized to handle, with the sender and full mailing label visible. Review the details before submitting. The first request is free; the sender controls the response.

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