Condo Association Forms and Proof of Insurance: What Every Owner Needs to Know

Buying, selling, or moving into a condo is very different from dealing with a single-family home. In addition to your own paperwork, there’s a crucial extra layer: condo association forms and proof of insurance. These documents protect you legally and financially, keep lenders satisfied, and help ensure a smooth closing and move-in experience. Knowing what they are—and how to get them quickly—can save you from last‑minute surprises, delays, or even a failed sale.

Whether you’re a first-time condo buyer, a long-time owner preparing to sell, or simply moving between units in the same building, understanding your association’s requirements around forms and proof of insurance is essential. This guide breaks down everything you need to know in clear, practical terms, with examples and tips tailored to real-world condo living and moving.

How Condo Ownership Differs from Owning a House

Condo ownership is a hybrid: you own your individual unit, but you share ownership of common areas and building systems with other owners through the condominium association (or HOA). This structure directly affects the paperwork and insurance you’ll need.

Key Differences That Affect Your Paperwork

• Shared responsibility: The association handles roofs, elevators, hallways, and sometimes utilities. That means additional forms, budgets, and rules.
• Two layers of insurance: There’s a master policy for the building plus your own unit policy. Lenders will often want proof of both.
• Rules and regulations: Bylaws, CC&Rs, and house rules govern everything from pets to renovations and move-in procedures.
• Financial health matters: Lenders want to know the building is well-managed and adequately funded before approving a mortgage.

Because of this structure, condo transactions involve more documents—especially association forms and proof of insurance—than a typical house purchase.

Essential Condo Association Forms You’ll Encounter

Not every condo building uses exactly the same paperwork, but most associations rely on a core set of standard documents. Here are the most common forms you’ll see and why they matter.

1. Condo Resale Certificate / Disclosure Package

When a condo is sold, state law and lender requirements often demand a “resale package” from the association or its management company. It usually includes:

• Resale certificate or disclosure form (sometimes called an “Estoppel Certificate”)
• Current budget and financial statements
• Schedule of monthly dues and any upcoming increases
• Statement of special assessments (current or planned)
• Delinquency report (how many owners are behind on dues)
• Condo bylaws, CC&Rs, and house rules
• Insurance summary or certificates of insurance

Why it matters: This package gives buyers and lenders a snapshot of the building’s financial and legal health. It can reveal red flags like major upcoming repairs, litigation, or high delinquency rates that could affect your decision or ability to get financing.

2. Condo Questionnaires (Lender Forms)

Mortgage lenders often require a standardized questionnaire to be completed by the association or management company. Common versions include:

• Fannie Mae / Freddie Mac condo questionnaires
• FHA / VA condo forms (for government-backed loans)

These forms ask about:

• Owner-occupancy ratios (owners vs. renters)
• Number of units in the building
• Insurance coverage levels and deductibles
• Litigation involving the association or building
• Reserve funds and special assessments

Why it matters: If the answers don’t meet lender guidelines, the building might be considered “non-warrantable,” making financing more difficult or more expensive.

3. Move-In / Move-Out Forms and Policies

Condo associations usually regulate moves to protect common areas and maintain order. You may be asked to complete:

• Move-in / move-out application
• Elevator reservation form
• Damage deposit agreement
• Certificate of insurance requirement (for your mover)

These forms typically outline:

• Permitted move hours and days
• Required fees or deposits
• Rules for protecting hallways, elevators, and doors
• Where the moving truck can park

Professional movers like United Local Movers are used to dealing with condo move requirements and can provide the insurance certificates and careful handling your building demands. Contact them early so they can coordinate with your association smoothly.

4. Tenant or Occupant Registration Forms

If you plan to rent out your unit, the association may require:

• Tenant registration form
• Lease addendum acknowledging condo rules
• Copy of the lease

Why it matters: Failure to register tenants or follow rental caps can lead to fines, restrictions on your right to rent, or even legal disputes with the association.

5. Renovation / Alteration Request Forms

Planning upgrades? Many associations require approval for:

• Flooring changes (e.g., adding hardwood above another unit)
• Plumbing or electrical work
• Wall removal or reconfiguration
• Window or balcony modifications

These forms may also ask for proof of insurance from your contractor, including:

• General liability insurance
• Workers’ compensation coverage
• Licensing information

Master Policy vs. Unit Owner Policy: Two Layers of Condo Insurance

Condo insurance is often confusing because there are two distinct policies that work together: the association’s master policy and the individual owner’s unit policy (usually an HO‑6 policy). Understanding the difference is critical when gathering proof of insurance.

The Condo Association’s Master Insurance Policy

The master policy is purchased and maintained by the association. Typically, it covers:

• The building’s structure (roof, exterior walls, foundation)
• Common areas (hallways, lobby, gym, pool, garage)
• Liability for injuries in common spaces
• Sometimes certain portions of unit interiors, depending on coverage type

There are three common types of master coverage:

Type of Master Policy	What It Generally Covers	What You Usually Need to Insure
Bare Walls	Structure and common areas only	Everything inside your unit: walls, floors, fixtures, cabinets, appliances, personal property
Single-Entity	Structure, common areas, and original unit interiors (builder-grade finishes)	Upgrades, improvements, personal property, liability, loss of use
All-In (All-Inclusive)	Structure, common areas, and most fixtures inside units	Personal property, liability, sometimes upgrades

The exact responsibilities are defined in your condo declaration and the master policy documents. When in doubt, ask the association or your insurance agent to review them with you.

Your Personal Condo Unit Policy (HO‑6)

Your HO‑6 condo insurance policy fills the gaps the master policy doesn’t cover. It usually includes:

• Personal property coverage (furniture, clothes, electronics)
• Interior structure coverage (depending on the master policy type)
• Personal liability (if someone is injured inside your unit)
• Loss of use (extra living expenses if you can’t live in your unit after a covered loss)
• Loss assessment coverage (your share if the association’s insurance falls short)

Most associations require each owner to maintain an HO‑6 policy with a specific minimum liability limit—often $300,000 or more.

Proof of Insurance: What You Need and When You’ll Be Asked for It

“Proof of insurance” isn’t just one piece of paper. Depending on the situation, multiple parties may need different forms of documentation.

Common Types of Proof of Insurance for Condos

Document	Who Issues It	Typical Use
Certificate of Insurance (COI) – Master Policy	Association’s insurance carrier or agent	Given to buyers, lenders, or owners to show building coverage
HO‑6 Policy Declarations Page	Your personal insurance company	Given to lenders and sometimes to the association as proof of unit coverage
Certificate of Insurance – Moving Company	Professional moving company’s insurer	Provided to the association to confirm the mover’s liability and workers’ comp coverage
Certificate of Insurance – Contractor	Contractor’s insurer	Required for renovations or repairs inside your unit

When You’ll Be Asked for Proof of Insurance

• During loan approval: Lenders often require:

• Master policy certificate (showing building coverage)
• Your HO‑6 declarations page (showing your coverage and limits)

• Before closing: The title company or attorney may confirm all required insurance is in place.
• Before move-in: Your association may ask for:

• Proof of your HO‑6 policy
• COI from your moving company listing the association as a certificate holder

• Before renovations: COIs from any contractors or vendors entering the building.

How to Obtain Condo Association Insurance Documents Quickly

Because insurance paperwork often sits on the critical path to closing or moving, it’s smart to request everything early. Here’s how to streamline the process.

Steps to Get the Master Policy Certificate of Insurance

1. Identify who manages your building.

• Self-managed HOA: contact the board president or secretary.
• Professionally managed: contact the property manager or management company.

1. Ask specifically for a Certificate of Insurance for the master policy.

• Provide your lender’s name and email if they need it sent directly.
• Ask for the most recent COI that covers the entire association.

1. Confirm details your lender needs:

• Policy limits
• Deductibles
• Coverage type (bare walls, single-entity, all-in)

Getting Proof of Your Personal Condo Insurance (HO‑6)

Once you have your quote and policy set up, request a:

• Declarations page (summary of coverage, limits, and effective dates)
• Certificate of insurance if your association specifically requests one

Share this with:

• Your lender (for loan approval and closing)
• Your association (if required by your bylaws)

Working with Movers and Contractors on COIs

Most reputable movers and contractors are used to condo requirements, but they need time to request and customize COIs. When you schedule your move or project:

• Provide the association’s exact legal name and address
• Share any insurance requirements from the rules (e.g., minimum liability limit)
• Ask your mover or contractor to list the association as a certificate holder
• Send the COI to management several days before work begins

If you’re planning a move, companies like United Local Movers can coordinate with your HOA, provide the necessary COIs, and follow building rules, helping you avoid fines or schedule conflicts.

Common Condo Association Forms and Insurance Issues (and How to Avoid Them)

Even well-prepared owners can run into snags. Here are frequent issues and practical ways to stay ahead of them.

1. Delayed Forms from the Association or Management Company

Problem: Resale certificates, questionnaires, or COIs taking longer than expected can delay loan approval or closing.

Solution:

• Request all association documents as soon as you list the unit or go under contract.
• Confirm processing times and any fees upfront.
• Have your real estate agent follow up regularly with the management office.

2. Inadequate Master Policy Coverage

Problem: Lenders may flag inadequate building insurance limits or missing types of coverage (like flood or liability).

Solution:

• Review the master policy with your insurance agent early in the process.
• Ask the board about any plans to update coverage if needed.
• If the lender is concerned, explore alternative loan options or discuss coverage enhancements with the association.

3. Confusion Over Who Insures What

Problem: Owners are often unsure whether damage inside the unit falls under the master policy or their HO‑6 policy, especially with water leaks or neighbor-related incidents.

Solution:

• Ask your agent to explain your master policy type (bare walls, single-entity, all-in).
• Add sufficient building property coverage to your HO‑6 if the master policy is bare walls or limited.
• Consider higher loss assessment coverage to protect against association claims.

4. Missing or Insufficient Mover / Contractor Insurance

Problem: The association may deny elevator access or impose fines if your mover or contractor can’t produce proper COIs.

Solution:

• Book vendors who regularly work in condo buildings and are fully insured.
• Send the association’s insurance requirements to the vendor in writing.
• Verify the COI before your move date or project start.

5. Lender-Required Insurance Levels Not Being Met

Problem: Your lender may require higher HO‑6 liability or building coverage than you currently carry.

Solution:

• Share lender requirements directly with your insurance agent.
• Increase your coverage limits and request an updated declarations page.
• Provide the updated proof of insurance to your lender as soon as it’s issued.

Practical Checklist: Condo Association Forms and Insurance from Contract to Move-In

To keep everything organized, use a step-by-step checklist as you move through the buying or selling process.

For Buyers

• Right after going under contract:

• Request the condo resale certificate / disclosure package.
• Review bylaws, rules, and financial statements with your agent or attorney.
• Have your lender send required condo questionnaires to the association.

• Within your inspection/contingency period:

• Obtain the master policy Certificate of Insurance.
• Confirm coverage type and limits with your insurance agent.
• Get an HO‑6 quote based on the master policy details.

• Before loan approval:

• Finalize your HO‑6 policy.
• Send your declarations page and master policy COI to your lender.
• Address any lender concerns about the building or coverage.

• Before move-in:

• Submit move-in forms and pay any required fees or deposits.
• Reserve the elevator and confirm move hours.
• Provide COIs from your moving company to the association.

For Sellers

• Confirm current monthly dues and any special assessments.
• Order the resale certificate as soon as you list or accept an offer.
• Be upfront about any upcoming association projects or litigation.
• Ensure your own HOA account is paid and current before closing.

For Owners Planning a Move Within or Out of the Building

• Review the association’s move policies well in advance.
• Choose a professional mover familiar with condos and HOAs.
• Coordinate elevator reservations and COIs a week or more ahead of your move.
• Protect walls, floors, and doors per building rules to avoid damage fees.

How Professional Movers Help Navigate Condo Forms and Insurance

Moving into or out of a condo is more complex than a typical house move. There are tight elevators, limited loading zones, strict schedules, and paperwork requirements. A professional moving company can make this far less stressful by:

• Providing Certificates of Insurance that meet HOA requirements
• Scheduling moves during permitted hours
• Protecting elevators and common areas with pads, runners, and door guards
• Coordinating logistics with your association or property manager
• Helping you plan a move that complies with all building rules

If you’re planning a condo move, reach out to United Local Movers early. Their team can handle the coordination, provide the necessary proof of insurance, and take the heavy lifting off your plate so you can focus on your paperwork and closing details.

Final Thoughts: Stay Ahead of Condo Paperwork and Insurance

Condo association forms and proof of insurance may not be the most exciting part of owning or moving into a condo, but they play a huge role in protecting your investment and keeping your transaction on track. When you:

• Understand the difference between the master policy and your HO‑6
• Request association forms early
• Coordinate insurance documents with your lender and HOA
• Work with insured professionals for moving and renovations

You dramatically reduce the risk of last-minute surprises and delays. With the right information, a good team, and a bit of preparation, your condo purchase, sale, or move can be smooth, predictable, and well-protected from day one.