HOA Provider Registry
For boards, managers, and residents

A New Standard for Community Access.

Communities decide who works inside their gates. The HOA Provider Registry gives boards a neutral, citable record to reference in vendor policies, access procedures, and resident communications. Adoption is free.

The problem

Vendor vetting is repeated, informal, and undocumented.

Boards

Volunteers carry the risk

Board members approve vendors with little more than a referral and a handshake, then carry the liability when licensing or insurance turns out to be lapsed.

Managers

Every community starts from zero

Management companies re-collect the same certificates, licenses, and W-9s for every association they serve, with no shared record of a vendor's conduct.

Residents

No way to check a claim

A resident handed a flyer at the gate has no independent way to confirm the business is who it says it is or that it is welcome in the community.

How adoption works

Three steps to a registry-referenced vendor policy.

Reference the registry in your vendor policy

Add registry language to your vendor, access, or procurement policy. Most boards adopt it by resolution at a regular meeting. Sample language is provided below.

Verify vendors and record their Registry IDs

Look up each current vendor on the registry. Record the Registry ID on your approved-vendor list, and ask vendors that are not yet registered to register.

List recognized businesses as Active Community Providers

A board or manager can designate an Approved business as an Active Community Provider for the community. The designation appears on the public record and can be withdrawn at any time.

No cost to communities. Adoption, verification, and Active Community Provider designations are free for associations and management companies. The registry is funded by business registration fees, never by communities or residents.
Adoption toolkit

Sample policy language

Vendor access policy clause

“Vendors performing work in common areas or on behalf of the Association shall hold a current Registered or Approved status with the HOA Provider Registry (hoaproviderregistry.org) and shall include their Registry ID on all proposals, contracts, and invoices. The Association may verify status at any time and may withhold access from any vendor whose status is Under Review, Suspended, or Removed.”

Resident notice language

“Residents are encouraged to verify any contractor or service business at hoaproviderregistry.org/verify before granting access to their home. Businesses designated as Active Community Providers have been recognized by the Association for work within the community.”

Board resolution (short form)

“RESOLVED, that the Association adopts the HOA Provider Registry as a reference standard for vendor qualification, and directs management to record vendor Registry IDs and verify status prior to contract execution and annually thereafter.”

Frequently asked

Community questions

Does adopting the registry obligate our association to hire registered vendors?
No. The registry is a reference standard. Your association decides how to use it, whether as a requirement, a preference, or a resident resource. Most boards begin by requiring a Registry ID on proposals and invoices.
Is the registry a substitute for checking a contractor's state license?
No. The registry reviews licensing as part of its Approved status, but it is not a licensing authority. Always confirm licensing with the issuing state agency and request a certificate of insurance directly from the business.
What happens when we file a complaint about a registered vendor?
The record is marked Under Review. The business has ten business days to respond. The registry assesses the response and either closes the matter, documents a resolution, or sets the status to Suspended or Removed. The community contact is notified of the outcome.
Can a business pay to improve its status or remove feedback?
No. Status reflects review outcomes only. Feedback is removed only when it violates the feedback policy. Businesses that attempt to purchase or manipulate feedback are in violation of Standard 10 and subject to removal.
Who operates the registry?
The HOA Provider Registry is operated by DealMate Holdings, LLC, a private company. It is not a government agency, a state licensing board, or an HOA. See the transparency statement.
Get started

Adopt the standard for your community.

Verify your current vendors today and add registry language to your next board agenda.

Verify a Vendor Contact the Registry