HOA documents are a critical part of closing, especially in states like Texas where requirements and fees can vary widely.

But for Title and Escrow teams, getting these documents is rarely simple. The process can be time-consuming, inconsistent, and full of back-and-forth communication with HOAs, property managers, and Sellers.

That’s where many teams start asking an important question:

Can we add an HOA document service fee and still deliver a great client experience?

The short answer: yes. In fact, many Sellers prefer it.

Document acquisition and processing solutions like Rexera exist to simplify HOA workflows for Title and Escrow companies. Instead of chasing documents, managing payments, and dealing with delays, your team can rely on a structured, predictable process.

In many cases, Rexera prepays HOA document fees or arranges payment so Sellers can settle everything at closing. The result is a smoother experience for everyone involved.

HOA Documents in Texas: What Title & Escrow Teams Need to Know

In Texas, HOA document requirements are governed by state law, primarily under the Texas Property Code, which outlines what associations must provide during a real estate transaction.

For Title and Escrow teams, the most relevant requirement is the resale certificate, which must include key financial and operational details about the property and the association.

Under Texas Property Code Section 207.003, resale certificates are required to disclose:

• Outstanding HOA dues and balances
• Fees payable at closing
• Capital contributions or transfer fees
• Pending violations or special assessments
• Association contact and management details

These disclosures are critical because they directly impact the accuracy of the closing statement and the Buyer’s financial obligations.

In addition, Texas Property Code Chapter 209, which governs many residential HOAs, allows associations to set their own fees and timelines for providing documents. This is why Title and Escrow teams often experience:

• Inconsistent turnaround times
• Wide variation in document fees
• Differences in document formats and completeness

Because there is no fully standardized process across all associations, ensuring that all required documents are requested, reviewed, and delivered on time is essential to avoiding delays and post-closing issues.

What Is an HOA Estoppel in Texas?

In Texas, what many states call an “HOA estoppel” is typically referred to as a:

• Resale Certificate
  
• Statement of Account
  
• Texas Real Estate Commission (TREC) resale form
  

In Texas, these documents are commonly issued using standardized forms such as the Texas Real Estate Commission (TREC) resale certificate.

These documents provide critical closing information such as:

• Outstanding HOA dues
  
• Fees due at closing
  
• Transfer or resale fees
  
• Association rules and financial details
  

Because terminology differs, Title and Escrow teams in Texas often need to request multiple documents to ensure nothing is missed.

5 Reasons Sellers Don’t Mind HOA Document Fees

1. Sellers Prefer Not to Pay HOA Documents Upfront

Sellers often don’t want to pay HOA document fees before closing. From their perspective, it feels like an extra burden before they’ve even received proceeds from the sale.

This creates friction:

• Delays in payment
  
• Multiple follow-ups
  
• Risk of slowing down the closing
  

By structuring the process so fees are handled and settled at closing, you remove that friction entirely.

Melissa Daniels from Ravenstone Title & Escrow has relied on this approach for years:

“When a title company reaches out to a Seller asking them to pay for something upfront—it’s always a battle, which makes it feel very transactional.”

This approach keeps the experience smooth and relationship-focused.

2. HOA Document Fees in Texas Are Often Higher

Texas presents a unique challenge.

HOA fees are typically set by the association and governed under Texas Property Code Chapter 209, which allows for significant variability depending on the HOA or management company.

Unlike states like Florida, where HOA document fees are capped, Texas HOA fees can vary significantly, often catching Sellers off guard.

So the real question becomes:

Would a Seller rather:

• Pay a large, unexpected fee upfront
  
• Or have everything handled and settled at closing?
  

According to our client, Jacki Tobar from Proven National Title:

“99% of the time, clients are perfectly fine with the fee and are excited that I found a way to deliver the documents faster.”

When expectations are clear and the process is smooth, the fee becomes secondary to the experience.

3. On-Time Delivery Matters More Than the Fee

Every closing has a timeline. HOA documents must be ordered, processed, and delivered before closing.

Challenges include:

• Different HOA turnaround times
  
• Self-managed associations
  
• Missing or outdated contact information
  

Delays can lead to rush fees or even postponed closings.

When the process is handled proactively, documents arrive on time without last-minute pressure.

4. Multiple Associations Create Hidden Complexity

Many properties in Texas are tied to more than one community association:

• Master HOA
  
• Sub-association
  
• Condo or PUD structures
  

Sellers often don’t know this upfront.

Missing even one association can result in:

• Additional orders
  
• Rush fees
  
• Delays
  

A structured approach ensures every association is identified early, preventing surprises later in the transaction.

5. Errors in HOA Documents Are Expensive

HOA documents are often long, scanned, and difficult to review.

Key risks include:

• Missed outstanding fees
  
• Incorrect financial details
  
• Incomplete disclosures
  

Even small errors can create significant financial impact. HOA resale certificates must include detailed financial and property disclosures under Texas Property Code Section 207.003, which makes accuracy critical. Missing or incorrect details can lead to costly issues during or after closing.

For example, one case shared by our client, Homie Title,  involved a reinvestment fee error that resulted in a $3,000 discrepancy.

Technology-driven document processing helps surface key data quickly and reduces the risk of costly mistakes.

How to Make HOA Fees Easier for Your Clients

If someone could:

• Handle HOA communication
  
• Manage payments
  
• Ensure accuracy
  
• Deliver everything on time
  

That would remove one of the most difficult parts of the closing process.

That’s exactly what many Title and Escrow teams are moving toward.

Transcounty Title Agency experienced this shift firsthand after outsourcing HOA document acquisition:

“People would rather pay more at closing than pay upfront… It’s a much better experience for the client.”

Ensuring Smoother Closings

Industry organizations like the Community Associations Institute (CAI) emphasize the importance of accurate and timely HOA disclosures to avoid delays and protect all parties in a transaction.

Here’s how a structured HOA document process improves your operations:

1. Reliable Document Delivery

All required documents are identified, ordered, and delivered on time.

This reduces:

• Last-minute surprises
• Missing associations
• Closing delays

2. Less Back-and-Forth with Sellers

No more chasing payments or coordinating with multiple parties.

Instead:

• Payments are handled efficiently
  
• Communication is streamlined
  

Your team stays focused on the closing

3. Simplified Payment Experience

Sellers don’t need to:

• Pay upfront
  
• Navigate unfamiliar HOA systems
  
• Worry about timing
  

Everything is handled in a way that aligns with the closing process.

4. Lower Risk of Costly Errors

Accurate document handling reduces:

• Missed fees
  
• Incorrect disclosures
  

Post-closing issues

5. Better Client Experience = More Referrals

A smooth closing experience leads to:

• Stronger relationships
  
• Repeat business
  
• More referrals
  

And in real estate, that’s what drives long-term growth.

The Takeaway

HOA document fees are often seen as an extra cost. In reality, they can improve the entire closing experience when handled correctly.

Instead of adding friction, they:

• Remove upfront payment challenges
  
• Reduce delays
  
• Improve accuracy
  
• Create a smoother process for Sellers
  

For Title and Escrow teams in Texas, this approach helps you deliver faster, more reliable closings while strengthening client relationships.

If HOA documents are slowing down your closings, there’s a better way to handle them.

👉 See how Rexera simplifies HOA document acquisition and keeps your closings on track. Book a demo.

Disclaimer:
This article is provided for informational purposes only and does not constitute legal advice. For interpretation of specific laws or legal obligations, consult qualified legal counsel.