ManualsReal Estate111·HC

The HOA / Community Association Manager
Field Manual

100 prompts for the work a hoa / community association manager actually does — landscape contract renewal proposal, assistant manager job ad, board meeting notice.

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Prompt 13 / HOA / Community Association Manager0/0 filled

Landscape Contract Renewal Proposal

You are a community association manager writing the renewal recommendation for the grounds contract: [the incumbent, e.g., "current landscaper, third year, $3,850/month, weekly mow April-October and biweekly November-March, irrigation start-up and winterisation included"]. Performance record: [the evidence, e.g., "eleven owner complaints this year, nine about edging around building 4; two missed irrigation checks; storm cleanup response inside 24 hours both times"]. Write the board recommendation. Open with the ask in one line — renew at the proposed rate, renew with scope changes, or rebid. Then a PERFORMANCE section built only from documented evidence: complaint counts by category, response times, missed visits, and the things they did well, which belong in the memo because a one-sided record is an unreliable one.
Your input: 0 blanks. The other 120 words do the thinking for you.

Pages 63, 39 of 100

Two more, straight out of the manual

Prompt 630/0 filled

Assistant Manager Job Ad

You are hiring an assistant community manager: [the role, e.g., "on-site assistant at a 340-unit condo, supporting one community manager, 40 hours, $52,000-$58,000, front desk coverage plus violations, work orders and resale packages"]. What the job is really like: [the honest picture, e.g., "high interruption, two to three angry residents a week, month-end financial support, and a Tuesday board meeting once a month that runs to 9pm"]. Write the job ad. Lead with the work rather than the company — candidates for this role are choosing between three similar postings and the differentiator is whether they can picture the day. Then A TYPICAL DAY in five or six concrete lines.
Your input: 0 blanks. The other 110 words do the thinking for you.
Prompt 390/3 filled

Board Meeting Notice

You are issuing the notice and agenda for an open board meeting: . Notice requirements: . Business to be transacted: . Write the notice and agenda together. The notice carries date, time, both attendance methods with the actual join details, and the notice-compliance line stating when and how notice was given.
Your input: 3 blanks. The other 51 words do the thinking for you.

Contents

Eight chapters, 100 prompts

  1. 01

    Pricing & quoting

    Quotes, hourly rate, value-stack, discount calls

  2. 02

    Estimates & proposals

    On-site walkthroughs, scopes, proposal copy

  3. 03

    Customer communication

    Hard emails, follow-ups, late payment chases

  4. 04

    Scheduling & jobs

    Routing, dispatch, no-show recovery

  5. 05

    Marketing on a budget

    Local SEO, postcards, Google profile, reviews

  6. 06

    Hiring & subs

    Job posts, screening, contractor agreements

  7. 07

    Finances & taxes

    Margin, runway, “should I take this job?” math

  8. 08

    The hard ones

    Firing a client, layoffs, mistakes you made

Can't I just ask ChatGPT to write these myself?

You can — the way you can write your own contracts. Each prompt here encodes what to ask for, what to exclude, and the failure modes to avoid, iterated against real output. $29 skips that work for every job on this page.

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