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HOA Post Registration Requirements

HOMEOWNERS ASSOCIATION
POST-INCORPORATION / REGISTRATION REQUIREMENTS Requirements After Registration / Incorporation
submitted within thirty (30) days from the issuance or registration of the certificate of incorporation
o Tax Identification Number
BIR Certification / Official BIR Stamps or Receipts
Books Required For Stamping submitted in blank forms within thirty (30) days from the issuance or registration of
the certificate of incorporation for stamping and marking as official homeowners association books.
Membership Book contains the list of all original and additional members of the association duly attested
to by the secretary of the board.
Minutes Book contains the minutes of all meetings of members and of the board of directors or trustees.
Cash Book contains the money received and spent by the association.
Journal contains the daily transactions information and contributions of the association.
Ledger contains the debits and credits information of the association.
Additional Requirement For Self-Help Housing Projects or Projects Undertaken Under the Group Land
Acquisition and Development (GLAD), Community Mortgage Program (CMP), or other similar land tenural
assistance programs
Development Permit for the Project development permit issued by the local government unit or the
HLURB, to be submitted within ninety (90) days from the issuance or registration of the certificate of incorporation.
REPORTORIAL REQUIREMENTS

For Stamping Cash receipts Book, Ledger, Journal (duly registered in BIR).
Membership Book, Minutes Book
Annual Requirements (to be submitted within ninety (90) days from the closing of fiscal period)
General Information Sheet (Notarized)
Latest Financial Statement (Prepared and signed by the Association Treasurer and Auditor,
and attested correct by the Association President or the Chairman of the Board.
Up-dated List of members
For regular HOA/Neighborhood (prepared and certified correct by the Association
Secretary and attested to by the Association President)
For CMP Certification of list of beneficiaries from Social Housing Finance
Corporation (SFHC).
Compile Resolution (Duly signed by the majority of the board and certified correct by the
Association Secretary).
After Election Reports (to be submitted within fifteen (15) days from the date of election)
General Information Sheet
Proof of notice of election (posted in conspicuous places)
Notice of Election (sent to members stating date, time and place of election)
List of Qualified Voters (certified by the Association Secretary and Treasurer)
Voters Attendance Sheet (signed by the members and attested correct by the Committee
on Elections)
Notarized Minutes of Elections of Board of Directors (prepared and signed by the
Election Committee)
Notarized Minutes of Elections of Officers (prepared and signed by the Election
Committee/Association Secretary)
Election returns (prepared and signed by the Election Committee)
1-Tally Sheet
2-ELECOM Report(BOD Election) Indicating:
number of qualified voters
number of votes cast
number of votes received by individual candidates
protest registered on the day of electio, if any
other information relevant and necessary in the conduct of election
In case of failure of elections (to be submitted within five (5) days from the date of the failed election)
Affidavit of Non-Holding of Election (stating the reason why no election was conducted in
accordance with the association By-Laws executed by the Association Secretary and attested
by the Association President)
Notice of Postponement
NOTE:
All requirements must be type-written (one original, one duplicate)

Receiving of Documents/Annual Reportorial Requirements


Schedule of availability of Service:8:00am 5:00pm (No noon break)
Who may avail of services:
Group of people organized by:
1. Owners or purchaser of a lot in a subdivision/village or other residential real property located
within the jurisdiction of the association.
2. Awardees, usufructuaries, legal occupant, and/or lessees of a housing nuit and/or lot in a
government socialized or economic housing or relocation project and other urban estates,
and;
3. Underprivileged and homeless citizens as defined under existing laws in the process of
being accredited as usufructuaries or awardees of ownership rights under the Community
Mortgage Programs being implemented by the national government or the local government
unit.
What are the requirements:
The following shall be submitted within thirty (30) days from the issuance of the certificate of registration:
1. Tax Identification Number (TIN) of the HOA.
2. BIR Certification/Official BIR Stamps or receipts; and
3. Updated list of member with the members corresponding signatures as attested by the
association secretary.
4. For stamping or marking as official association books, the Cash Receipts Book (CRB), Cash
Disbursement Book (CDB), Leger and Journal duly registered with BIR.
Annual reports required to be submitted within ninety (90) days from the closing of the fiscal period:
(1 original 1 duplicate / or all documents should be type written)
1. General Information Sheet (GIS) indicating the name of the members of the Board of
Directors and Officers;
2. Latest Financial Statement (FS) certified correct by the association treasurer and auditor of
the association and attested by the Chair of Board of Directors of the President and
externally audited, preferably by an independent CPA; and
3. Certified true copy of the updated list of members duly certified by the association secretary
and attested to the Chair of the Board of Directors or the President;
4. Complied resolution secretary and attested to by Chair of the Board of Directors of the
President.
Election reports to be within fifteen (15) days from the date of the regular of special election:
1. Proof of notice of election;
2. Copy of the notice sent to the members or posted on conspicuous places stating the date,
time and place of the election;
3. Attendance sheet signed by the members an attested by the association secretary;
4. Notarized minute of elections prepared and signed by the election committee;
5. Election returns/results certified by the election committee; and
6. List of qualified voters as certified by the association secretary and treasurer.
In case of failure of elections, the following shall be submitted to HLURB-ENCRFO HOA Financing
unit within five (5) days from the date of the failed election:
1. Affidavit of non-holding of election stating the reason/s why no election was conducted in
accordance with the associations by-laws executed by the association secretary and
attested by the association President;and
2. Notice of postponement.
The election committee shall call for another election for another election within thirty (30) days from the
date of the failed election.