Embedded Files
Ordering HOA / CIC Resale Documents
Ordering HOA / CIC Resale Documents
Scope & Roles
Scope & Roles
Agent (licensed): Decides what to order and when; authorizes TC.
TC (unlicensed): Preps the request, submits per agent direction, tracks deadlines, files the docs, routes acknowledgments.
When to Order
When to Order
Order immediately after ratification when the property is in a Common Interest Community (CIC) (condo/POA/co-op). You can find out if it is by looking at the listing or purchase agreement.
Pre-Flight Checklist
Pre-Flight Checklist
Confirm the property is in a CIC (MLS fields, listing remarks, seller intake, prior disclosures).
Confirm which type(s): Condo, POA, Co-op; note all applicable associations.
Get agent’s written go-ahead and who pays any association fees.
Decide delivery method (email for fastest turnaround).
How to Find the Association’s Info
How to Find the Association’s Info
Work these steps in order until found:
MLS listing: HOA/condo name, mgmt company, fee line, or docs link.
Purchase Agreement: Review fo HOA info
Seller/Listing agent: Ask for current statement, welcome letter, or prior resale packet.
Tax/Assessor & GIS: Subdivision / condo name often listed.
Association website: Search “[community name] + HOA/POA/condo association + Virginia.”
Mgmt company: Call the front desk; give address/unit.
VA State Corporation Commission (entity search): Pull registered agent/mailing.
Last resort: Ask title/settlement for prior file references or CCRs recorded with the deed.
If not found within 1 business day: escalate to the agent; document attempts and request seller assistance (they’re best positioned to identify their association).
Step-by-Step — Placing the Request
Step-by-Step — Placing the Request
Who requests: Seller or Seller’s agent (you, on their behalf with written authorization).
Complete the “Request for Common Interest Community Resale Certificate Addendum”:
Fill Buyer/Seller, address, and select the CIC type(s).
Add delivery instructions and recipient emails (Buyer, Buyer’s agent).
Have the appropriate parties sign (per agent direction). Save to file.
Submit to the Association/Manager:
Reach out to the association via phone or email or search their website for their instructions on ordering resale certificates.
You may also try looking for the association in HomeWiseDocs: Resale Disclosures and HOA Documents
If hard copy/overnight is required, note any extra fees.
Log the statutory clock: Association has 14 days from receipt of the request to deliver.
Pay fees (if needed) using the agent/seller-approved card or follow their payment process.
Confirm receipt with the association and save the confirmation.
Delivery, Acknowledgment & Buyer Rights
Delivery, Acknowledgment & Buyer Rights
Validate delivery: Ensure the packet was delivered to the title company, lender, and both agents (and to the buyer if agent directed).
Have buyer sign the “Buyer’s Acknowledgement of Receipt of CIC Resale Certificate” with the date received; file it.
Start the buyer’s termination clock: 3 calendar days (unless otherwise agreed) from the day after delivery; if multiple associations apply, the clock begins after the last resale certificate is delivered.
Calendar the deadline and alert the agent (morning-of and 4 hours before cutoff).
Be sure to upload both request an acknowledgement for compliance
If a resale certificate is unavailable or not delivered: The contract outlines buyer cancellation rights if a resale certificate or a notice of unavailability isn’t delivered before settlement; follow contract language for notice and timing.
State Specific Guides
State Specific Guides
In Virginia, the seller or seller’s agent requests the resale certificate from the association; the association has 14 days to deliver after receiving the request. Buyer’s 3-day termination window starts upon receipt of the (last, if multiple) resale certificate.
REINMLS Purchase Agreement: Paragraph 14
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