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Updated: 16 October 2026

Changing Ownership (Escrows)

Guide to Changing Ownership

Changing ownership information depends on whether you’re selling your property or simply adding or removing a legal homeowner. This guide walks you through both processes and explains what documents and steps are required for each.

Whether you’re selling your home, adding a spouse, updating ownership after a life event, or correcting your records, you’ll find the information you need to submit your request and complete the process.

When Do You Need to Change Ownership?

There are two different processes depending on your situation:

1. Selling Your Residence

You need to go through the escrow change process when:

  • Selling your property to a new buyer

  • Transferring ownership through a sale transaction

  • Clearing the sale for HOA approval

  • Transferring your membership to the buyer

2. Adding/Removing a Legal Homeowner (Not Selling)

Use this process when you're keeping the property but need to:

  • Add a spouse or family member to the ownership

  • Remove an owner (such as after divorce)

  • Update ownership information that wasn't received from a prior management company

  • Correct incomplete ownership records

Process 1: Selling Your Residence

What You Need to Know

  • You or your agent must complete the escrow change process.

  • This process clears the sale through the HOA and transfers membership to the buyer.

  • The process ensures all HOA obligations are properly addressed before closing.

  • HOA documents are available in the Owner’s Portal’s Shared Documents section for free download. You can access by clicking on the following link: Owner's Portal > Documents .

Alternatively, documents may be obtained through HomeWiseDocs . 

How to Complete the Escrow Process

Step 1: Access the Escrow/Lending Order Page

  • Enter the Escrow/Lending Order Page by clicking on the following link:

 🏠 Escrow & Lending Orders | VirtualHOA.com

  • Follow the instructions provided on that page.

Step 2: Submit Required Information

  • Your escrow officer or real estate agent may also submit the request.

  • Provide all requested documentation.

  • Include the anticipated closing date and buyer information.

Step 3: HOA Clearance

  • The HOA will process your escrow request.

  • Any outstanding balances, violations, fines, and HOA assessments must be addressed.

  • All outstanding violations must be resolved, and all fines, assessments, and other outstanding HOA balances must be paid in full before title can be transferred to the new owner.

  • Once the requirements are satisfied, a clearance letter or estoppel certificate will be issued, as applicable.

Step 4: Transfer Completion

  • Ownership will transfer to the buyer at closing, subject to applicable closing requirements.

  • HOA membership will be transferred to the new owner.

  • Your homeowner portal access will be deactivated after the sale is complete.

When to Use This Process

Use this option if:

  • You are NOT selling your home

  • You need to add another legal owner (spouse, family member, trust, etc.)

  • You need to remove a legal owner from the HOA profile

  • Ownership information was incomplete from your prior management company

What Documents You'll Need

  • Recorded Deed showing the updated ownership

  • Legal documentation supporting the change (marriage certificate, divorce decree, trust documents, etc.)

  • Contact information for any new owners being added

  • Fill out the HOA Homeowner Information Update Form

How to Submit Your Request

Step 1: Log Into the Portal

  • Access your homeowner portal account

Step 2: Submit Your Request

  • Look for "Requests" and the “New Request”

  • Select the option “General Request” and select “Request – Other”

  • Clearly indicate this is to add/remove an owner (not a sale.

Step 3: Upload Documents

  • Attach the recorded deed showing the ownership change

  • Include supporting legal documents

  • Provide complete form.

Step 4: Provide Details

  • Explain the reason for the change (marriage, divorce, trust transfer, etc.)

  • List all owners to be added or removed

  • Include the effective date of the change

Step 5: Wait for Confirmation

  • Management will review your documents

  • Your HOA profile will be updated

  • You'll receive confirmation once the change is complete

Important Reminders

For Sales (Escrow Process):

  • Start early - contact management when you list your property

  • Your agent or escrow officer can initiate the process

  • All fees must be current for HOA clearance

  • Go to the Escrow/Lending Order Page for complete instructions

For Adding/Removing Owners (No Sale):

  • This does NOT involve a sale transaction

  • Used for family changes, corrections, or trust transfers

  • Requires legal documentation proving the ownership change

  • Your account access will continue (unless you're being removed)

Need Help?

If you're unsure which process applies to your situation:

  • Contact the management office through the portal

  • Call your community manager

  • Review the instructions on the Escrow/Lending Order Page

Key Question: Are you selling the property to someone else?

If you have questions or need assistance, please contact VirtualHOA.com at info@virtualhoa.com , We’re happy to help!

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