Requisite Documents for the Organization of HOA

The following are the required documents for the organization of the Home Owner’s Association.

1. Articles of Incorporation
2. By-Laws
3. General Information Sheet
4. Undertaking and List of Incorporators
5. Certification
6. Authorization
7. Blueprint, whiteprint or Xerox Copy of the Subdivision Plan, with a stamp approval of the HLURB or
the concerned Local Government Unit
8. Notarized Master List of all the members of the association, certified by the secretary, and attested
to by the president

The following specific details are required for the drafting of the above-mentioned documents:

1. Articles of Incorporation

a. Name of Association

b. Principal Office

c. Names of Incorporators [Shall not be less than five (5) nor more than fifteen (15) directors or
trustees pursuant to Section 17 [f], Rule 4 of the IRR of RA 9904]

d. Names, Nationality and Residences of Incorporators

d. Initial Operating Capital with individual contributors

2. By-Laws

a. Name of the Association

b. Principal Office

c. Membership Fee (amount)

b. Monthly Association and Maintenance Dues (amount)

c. Number of Board of Trustees or Members

d. Election and Term of Office (see IRR)

e. Annual/Regular meeting of the Board (Date and Place) See Rules

f. Term of Office of the Officers

g. Annual Meeting of the Members (Date and Place) See Rules

h. Signed by all Incorporators

 i. Acknowledgement by the Incorporators and Community Tax Certificate

3. General Information Sheet

a. Name of the Association

b. Principal Office Address

c. Board of Directors/ Officers 1. President

2. Vice President

3. Corporate Secretary

4. Treasurer

5. Auditor

d. Officers of the Association

e. Original/Additional Members

4. Undertaking and List of Incorporators

a. Names of Incorporators

b. Position

c. Taxpayer’s identification numbers of the incorporators of the Association

5. Certification

a. Name of the Association

b. Territorial Jurisdiction

c. Name of Subdivision -

d. Declaration whether the HOA All of the subdivision or Phases

d. State if there are other Homeowner’s Association in the Subdivision or Village

e. Declare if there are other Homeowner’s Association nearest and how many kilometers away

6. Authorization (Notarized)

Authorized personnel in dealing with the application or registration and only the above-named person is
allowed to make follow-up and request for the release of any and all the registration documents,
including the Certificate of Registration of the Articles of Incorporation, By-Laws or its amendments.

Requirements:
 a. Complete name
b. Position
c. Complete address; and
d. Specimen signature of the Authorized Representative of your association who will do and
perform all acts relative to the application for registration of the association.

Only the above-named person is allowed to make follow-up and request for the release of any and all
the registration documents, including the Certificate of Registration of the Articles of Incorporation, By-
Laws or its amendments.

7. Other Requirements for Associations of Regular Subdivisions & Villages

a. Blueprint, whiteprint or Xerox Copy of the Subdivision Plan, with a stamp approval of the
HLURB or the concerned Local Government Unit

b. Notarized Master List of all the members of the association, certified by the secretary,
and attested to by the president

6. Authorization (Special Power of Attorney)

Authorized personnel in dealing with the application or registration and only the above-
named person is allowed to make follow-up and request for the release of any and all the
registration documents, including the Certificate of Registration of the Articles of
Incorporation, By-Laws or its amendments.

1. Complete name, position, complete address, and the specimen signature of the authorized
representative of your association who will do and perform all acts relative to the application for
registration of the association;

Only the above-named person is allowed to make follow-up and request for the release of any and
all the registration documents, including the Certificate of Registration of the Articles of
Incorporation, By-Laws or its amendments.

2) Don’t forget to indicate the date and the complete name of the association on the blanks provided;
3) The Authorization must be signed by the president above his/her printed name, duly notarized,
with his/her Community Tax Certificate Number.

7. Other Requirements for Associations of Regular Subdivisions & Villages

a. Blueprint, whiteprint or Xerox Copy of the Subdivision Plan, with a stamp approval of the
HLURB or the concerned Local Government Unit

b. Notarized masterlist of all the members of the association, certified by the secretary, and
attested to by the president

8. Requirements for Associations Under CMP’s and Other Land Tenurial Programs
a. Blueprint, whiteprint or Xerox Copy of the Location and Vicinity Map, containing the technical
description and boundaries of the lot, signified and certified by a geodetic engineer or surveyor.

b. New and originally stamped certified true copy

V. Reminders:

􀂙 All applications for registration are allotted thirty (30) days for processing, but it usually takes two
to three (2-3) weeks for the application to be approved and released.

􀂙 All applications that were returned to the clients due to incomplete requirements, several
deficiencies, and for corrections, must come back after compliance with the findings and
recommendations, then present them to the same Registration Officer who first evaluated the
documents.

􀂙 Follow-up your applications during office hours at telephone number (02) 929-8869, to check if the
application is already approved and the client’s copy is ready for pick-up. Be sure you have the
official receipt with you when making a follow-up of your application.

􀂙 The Original Certificate of Registration of the Homeowners’ Association is released only upon the
presentation of the original and two (2) photocopies of the Certificate of Registration of the
Association at the Bureau of Internal Revenue (BIR) with the Tax Identification Number (TIN) and
the five (5) Association Books required for stamping, namely the following:

a) Membership Book,
b) Minutes Book,
c) Cash, Journal, and Ledger.

ARTICLES OF ASSOCIATION AND BY-LAWS

Section 17. Contents of the Articles of Association. – The Articles of
Association shall substantially contain the following matters:
a. Full association name;

b. Specific purpose or purposes for association. Where the association has more than
one stated purpose, the articles of association shall state the primary and secondary
purposes;

c. Complete office address;

d. Term of existence of the association not exceeding fifty (50) years;

e. Names, nationalities and residences of the incorporators;

f. Number of directors or trustees, which shall not be less than five (5) nor more than
fifteen (15) directors or trustees;
g. Names, nationalities and residences of persons who shall act as directors or trustees
until the first regular directors or trustees are duly elected and qualified;

h. Amount of capital, if any, and names, nationalities and residences of the

incorporators as well as the amount of contributions by each; and,

i. Such other matters not inconsistent with law and which the incorporators may deem
necessary and convenient.

Section 23. Additional Requirements. –

a. If the application is a self-help housing project or one undertaken under the Group
Land Acquisition and Development program (GLAD), Community Mortgage Program
(CMP), or other similar land tenurial assistance programs, the applicant shall, in addition
to the documents mentioned in Section 3 above, submit the following:

[1] Location plan and vicinity map of the project, whether on-site or off-site, duly signed
and certified by a geodetic engineer;

[2] Notarized list of officers and members stating the nature of their occupancy, whether
as owner or tenant;

[3] Certified true copy of the original or transfer certificate of title issued not later than
thirty (30) days before the date of application;

[4] Duplicate origin original copies of the notarized letter of intent to sell, contract to sell,
deed of absolute sale, or memorandum of agreement between the landowner and
association;

[5] List of beneficiaries as certified by the proper settlement office of the local
government unit (LGU) or Urban Poor Affairs Office (UPAO);

[6] Certification that it is the only proposed association that is seeking to apply for a
Community Mortgage Program (CMP) loan in order to acquire the parcel/s of land; and,