ElectionChamp
Short answer: A board nomination form records who is running, for which seat, who nominated them, and why they are qualified. It should also carry the nominee’s signed consent to serve, an eligibility confirmation, and a clear deadline with return instructions. Copy the free template below, which includes a short self-nomination version, then check the eligibility lines against your bylaws and any state law that applies.
This post covers the form and the nomination period around it. If a committee will vet candidates or build a slate, read our nominating committee guide to a fair election as well.
What to Include in a Board Nomination Form
A nomination form template for a nonprofit, an association election nomination form, and an HOA nomination form share the same core fields. Your bylaws set which are required.
- Election details: the election name, election date, and the nomination deadline at the top.
- Nominee details: full name, contact information, and the address or unit if membership is tied to property.
- Position: the seat or office and its term length, so nobody runs for the wrong seat.
- Nominator: name, signature, and date, plus a seconder if your bylaws call for one.
- Statement of qualifications: why the nominee wants to serve and what they bring, capped at one page.
- Nominee consent: a signed line saying they agree to be nominated and will serve if elected.
- Eligibility confirmation: good standing, dues or assessments current, and any conflicts disclosed.
- Return instructions: who receives the form, accepted methods, and the exact deadline with a time.
The consent line matters most. Without it, someone can land on the ballot who never agreed to serve.
Free Board Nomination Form Template
Version 1 is for nominating another member. Version 2 is a short self-nomination form. Replace the bracketed text and delete what you do not use.
Download: Board Nomination Form Template (Free and Editable) (Word .docx)
VERSION 1: BOARD NOMINATION FORM
[Organization Name] Board Nomination Form
Election: ________ Election date: ________
Nominations close: ________ (date and time)
Part 1: Nominee
Full name: ________
Address, unit, or lot (if your bylaws require it): ________
Email: ________ Phone: ________
Member since: ________
Part 2: Position
Position or seat sought: [ ] Director at large [ ] Officer: ________ [ ] Other: ________
Term length: ________
Part 3: Nominator
Name: ________ Address or unit: ________
Email: ________ Phone: ________
Signature: ________ Date: ________
Seconder (if your bylaws require one): ________ Signature: ________
Part 4: Statement of Qualifications (one page maximum)
Why the nominee wants to serve: ________
Relevant experience and skills: ________
Time the nominee can give to board work: ________
Part 5: Nominee Consent and Eligibility
I agree to be nominated and to serve if elected.
[ ] I am a member of [Organization Name] in good standing.
[ ] I am current on dues or assessments, or I am on an approved payment plan.
[ ] I meet the other eligibility rules in the bylaws (for example, length of membership or term limits).
[ ] Any financial, business, professional, or personal relationship that could create a conflict of interest is listed here: ________
[ ] My name and candidate statement may be shared with voting members.
Nominee signature: ________ Printed name: ________ Date: ________
Part 6: Deadline and Return
Return this form to ________ by ________ (date and time).
Accepted methods: [ ] Email to ________ [ ] Mail or drop-off at ________ [ ] Online form at ________
Late or incomplete forms will not be accepted. The ________ (secretary, nominating committee, or election inspector) will confirm receipt and eligibility by ________.
For office use: Received ________ By ________ Eligible [ ] Yes [ ] No Reason: ________
VERSION 2: SELF-NOMINATION FORM
[Organization Name] Self-Nomination Form
Election: ________ Nominations close: ________ (date and time)
Name: ________ Address or unit: ________
Email: ________ Phone: ________
Position or seat sought: ________
Candidate statement (one page maximum, attach if needed): ________
[ ] I nominate myself and agree to serve if elected.
[ ] I am a member in good standing and meet the eligibility rules in the bylaws.
[ ] Any potential conflict of interest is listed here: ________
Signature: ________ Date: ________
Return to ________ by ________ (date and time).
Self-Nomination vs Nomination by Another Member
Many bylaws allow both routes. A nomination by another member shows some support from the start. A self-nomination is faster and lets newer members step forward without asking for a sponsor.
Do not quietly block self-nominations. In California, an HOA nomination procedure is not reasonable if it stops any member from nominating themselves, under Civil Code 5105. In Nevada, any owner qualified to serve may have their name placed on the ballot next to the board’s or committee’s nominees, under NRS 116.31034.
How to Run the Nomination Period
Work backward from the election date. Adjust this sample schedule to the notice periods in your bylaws.
| When | Step |
|---|---|
| 10 weeks before the vote | Announce open seats, eligibility rules, and the nomination deadline. Attach the form. |
| 8 weeks before | Send a reminder. Answer questions about the role and time commitment. |
| 6 weeks before | Nominations close at the stated time. Log every form received. |
| 5 weeks before | Verify eligibility, confirm consent, and tell each nominee the outcome. |
| 4 weeks before | Publish the candidate list and statements. Build the ballot. |
California HOAs need a longer runway. Civil Code 5115 requires general notice of the nomination procedure and deadline at least 30 days before that deadline. The candidate list needs notice at least 30 days before ballots go out. Under 5105, ballots go out at least 30 days before the election. Nevada requires notice of eligibility to serve at least 30 days before the ballot is prepared, under NRS 116.31034.
Keep the period clean:
- Send the call to every eligible member. Use the same channel and the same day for everyone.
- Name one receiver. The secretary, election inspector, or committee chair logs each form with the date and time received.
- Hold the deadline. Accepting one late form invites a challenge from the candidates who met it.
For the full sequence from notice to results, see how to run an HOA board election from start to finish.
How to Verify Nominee Eligibility
Check every form against the same written list and record the result. Two people should sign off on any rejection.
- Membership: the nominee is on the current member or owner roster.
- Good standing: dues or assessments are current, if your bylaws require it.
- Seat rules: term limits, seat-specific requirements, or a minimum length of membership.
- Consent: the nominee signed and dated the consent line.
- Disclosures: any conflict of interest is listed where your rules call for it.
HOA Nomination Form Rules in California and Nevada
State law can limit what an HOA may check. These two statutes are specific.
| State | What the statute says | Source |
|---|---|---|
| California | Nominees must be members when nominated. The HOA may require current assessments, with exceptions for payment under protest, a payment plan in good standing, or no chance at internal dispute resolution. Unpaid fines and late charges cannot disqualify. Less than one year of membership or maxed-out terms can. | Cal. Civ. Code 5105 |
| Nevada | Candidates must disclose any relationship that would appear to a reasonable person to create a conflict of interest, and whether they are in good standing. A candidate statement must fit on one typed page with no defamatory, libelous, or profane content. | NRS 116.31034 |
Other states and nonprofit codes have their own rules. Confirm your eligibility criteria with your bylaws and counsel before you reject anyone.
From Nominations to the Ballot
Once the list is final, give every candidate the same statement length and photo rules. Random candidate order means no one is always listed first.
If nominees equal or fall short of open seats, check your bylaws before printing anything. In Nevada, nominees in that case are deemed elected and the ballot can be skipped under NRS 116.31034. Elsewhere it varies.
You can also collect nominations electronically. ElectionChamp supports online nominations as a ballot question type, so each member submits names with a single-use 16-character voter key. Then run the election with the verified slate and candidate bios. Setup and testing are free.
Frequently Asked Questions
Can you nominate yourself for a board position?
In many organizations, yes. Check your bylaws first. In California, an HOA procedure that bars members from nominating themselves is not reasonable under Civil Code 5105. In Nevada, any qualified owner may have their name placed on the ballot.
What should a board nomination statement include?
Say why you want to serve, what relevant skills and experience you bring, and how much time you can give. Keep it to one page. Nevada HOAs limit candidate statements to a single typed page with no defamatory, libelous, or profane content.
Does a nominee have to agree to be nominated?
Get written consent before any name goes on the ballot. A signed consent line confirms the nominee will serve if elected and prevents a vacancy right after the vote. Check whether your bylaws require it.
What happens if there are no more nominees than open seats?
It depends on your bylaws and state law. In Nevada, if the number of HOA nominees equals or is less than the open seats, they are deemed elected without a ballot. Elsewhere, check your governing documents and counsel.
Planning your next vote? Read about online nominations and board elections, or see pricing: free up to 20 voters, $10 up to 200, then $0.05 per voter.
