A Comprehensive Guide to Registering a Homeowners Association (HOA) with the HLURB in the Philippines
Updated to 5 July 2025: While the Housing and Land Use Regulatory Board (HLURB) was reorganised in 2019 into the Department of Human Settlements and Urban Development (DHSUD), the rules on HOA registration remain anchored on HLURB issuances and Republic Act No. 9904 (the “Magna Carta for Homeowners and Homeowners’ Associations”). DHSUD now administers and enforces those rules, but practitioners, LGUs and registrants still refer to the familiar “HLURB requirements.” For clarity, this article uses the historical term HLURB, noting the new agency where appropriate.
1. Legal Foundations
| Instrument | Key Points |
|---|---|
| Republic Act 9904 (enacted 13 January 2010) | • Provides the right of residents to form associations. • Empowers HLURB to register, regulate, adjudicate disputes, and issue guidelines. |
| HLURB Board Res. No. 770, s. 2018 (Revised IRR of RA 9904) | • Supersedes the 2014 IRR. • Details documentary requirements, fees, and sanctions. |
| HLURB Memo Circ. No. 17, s. 2013 | • Prescribes template articles/by-laws. |
| DHSUD Special Order No. 2020-004 | • Transfers HLURB’s HOA registration function to the DHSUD-Regional Offices and sets interim filing rules. |
2. Who Must Register
- Newly organised subdivisions or condominium projects forming an HOA for the first time.
- Previously informal or “de facto” associations seeking juridical personality.
- Existing HLURB-registered HOAs that amend their name, by-laws, or expand territorial coverage.
- Merged or consolidated HOAs.
Exemptions: Associations exclusively for common-interest groups (e.g., alumni clubs) or those already incorporated with the SEC and NOT exercising police-power-type functions over a residential community.
3. Documentary Requirements (New Registration)
| # | Document | Form / Notes |
|---|---|---|
| 1 | Cover Letter / Transmittal | Addressed to the DHSUD Regional Director; signed by the interim Chair or Organising Committee head. |
| 2 | Duly Accomplished Application Form | HLURB Form HOA-01 (latest version) in three sets. |
| 3 | Articles of Association | Must follow RA 9904 Sec. 10 & HLURB MC 17-2013 template; signed by at least two-thirds (⅔) of the beneficiaries or actual homeowners OR by the developer if still in control period. |
| 4 | By-Laws | Provide governance structure, dues, sanctions; must not conflict with the Subdivision/Condominium Master Deed & existing laws. |
| 5 | Minutes of the Organisational Meeting | Indicate date, quorum, election of interim officers, adoption of articles/by-laws. Must be signed by the presiding officer and secretary and notarised. |
| 6 | List of Officers & Directors | Full names, positions, lot/unit addresses, TINs, and contact numbers. Attach individual 1×1 ID photographs. |
| 7 | Masterlist of Members / Beneficiaries | Alphabetical; show lot/unit nos., signature, and whether original buyer, heir, lessee, or occupant. |
| 8 | Subdivision/Condominium Plan & Vicinity Map | Approved by the Land Registration Authority or HLURB. For condominiums, attach the Master Deed with Declaration of Restrictions (MDDR). |
| 9 | Certified Copy of the Transfer Certificate(s) of Title (TCT) / Condominium Certificate(s) of Title (CCT) | Only for open spaces/common areas if already transferred to the HOA; otherwise, provide developer undertaking. |
| 10 | Notarised Treasurer’s Affidavit | Attests to at least ₱5,000 paid-up capital (typical minimum). |
| 11 | Sworn Statement of Non-Profit Character | Executed by the Chair/President. |
| 12 | Undertaking to Comply with Reportorial Requirements | Annual General Information Sheet (GIS) & Audited Financial Statements (AFS). |
Tip: Use the DHSUD e-HOA portal (where available) to upload scanned PDFs, but retain the hard-copy set for stamping.
4. Fees (as of July 2025)
| Item | Statutory Basis | Typical Rate* |
|---|---|---|
| Filing / Registration Fee | HLURB Res. 770-2018, Annex “C” | ₱1 per sqm of total saleable area, minimum ₱1,000 / maximum ₱50,000. |
| Certification of Registration (COR) | Same Annex | ₱1,500 (flat). |
| Legal Research Fee | Sec. 12, RA 9904 | 1% of basic filing fee. |
| Authenticated Copies | Sec. 58, EO 648 | ₱10 per page. |
*Local DHSUD Regional Offices sometimes publish updated schedules; verify upon filing.
5. Step-by-Step Process
Pre-organisation
- Secure developer endorsement (if still in sell-out period).
- Obtain latest masterlist from developer or homeowners.
Organisational Assembly
- Issue at least 15 days written notice to all homeowners.
- Achieve quorum: majority of total homeowners or as defined in the CBL.
- Elect interim Board, adopt articles/by-laws, authorise registration.
Document Preparation & Notarisation
- Conform templates; notarise minutes, treasurer’s affidavit, sworn statements.
Filing with DHSUD Regional Office
- Submit three hard-copy sets (+ USB soft copy if required).
- Pay assessed fees at the Cashier; secure Official Receipt (OR).
Evaluation (15 working days)
- Regional HOA-Registration Officer checks formal completeness.
- May issue Letter of Compliance (LOC) for deficiencies; applicant has 60 days to cure.
Board Decision
- If compliant, Regional Officer endorses to Regional Director for approval.
Issuance of Certificate of Registration (COR)
- Pick up signed COR; association gains juridical personality.
Post-Registration Duties
- Record COR in the Registry of Deeds for the province/city.
- Call a General Membership Meeting within 90 days to ratify by-laws and elect the first regular Board.
- File GIS & AFS yearly; renew Barangay/LGU permits.
6. Registration of Amendments, Mergers, Consolidations
| Situation | Key Extra Requirements |
|---|---|
| Amendment to Articles/By-laws | • Certified Board resolution • Notice & proof of ⅔ membership approval • Comparative table of old vs. new provisions |
| Change of Name | • Clearance from the SEC Name Verification Unit (to avoid similar corp. names) |
| Merger / Consolidation of Adjacent HOAs | • Plan of merger • Audited financials of each HOA • Inventory of common areas & obligations |
Processing fees mirror new registration, but filing timeline is shorter (10 working days for complete docs).
7. Common Pitfalls & How to Avoid Them
| Pitfall | Prevention Tip |
|---|---|
| Insufficient quorum or defective notice of organisational meeting | Circulate written notices with acknowledged receipt; photograph community bulletin posting. |
| Using SEC-style Articles of Incorporation | Always use HLURB HOA Articles template—an HOA is not a stock or non-stock corporation. |
| Developer still holds majority of lots/units | Secure written Turnover Undertaking or wait until 50% sold, unless the developer voluntarily relinquishes control. |
| Missing signatures or notarisation lapses | Double-check all pages; use a single notary to avoid jurisdiction issues. |
| Unpaid real-property taxes on common areas | Coordinate with the LGU Treasurer for tax clearance before title transfer. |
8. Post-Registration Compliance Calendar
| When | Compliance Item | Legal Basis |
|---|---|---|
| Within 30 days of FY end | Audited Financial Statements & General Information Sheet | RA 9904 §18; HLURB Res. 770-2018 Rule 13 |
| Within 15 days after AGM | Update of Officers & Board | Same as above |
| Within 90 days after COR issuance | Ratification Meeting & election of regular Board | HLURB MC 17-2013 |
| Every 3 Years | Renewal of Barangay Clearance / Mayor’s Permit | LGU ordinances |
| As Needed | Filing of Complaint/Answer in intra-HOA disputes via the HLURB-DHSUD Adjudication Board | RA 9904 §20 |
Late filings incur administrative fines (₱5,000 – ₱50,000 per violation) and possible suspension of the COR.
9. Transition from HLURB to DHSUD (What Changed?)
| Aspect | HLURB (pre-2019) | DHSUD (2020-present) |
|---|---|---|
| Governing Law | EO 648 (1981); RA 9904 | RA 11201 (creating DHSUD) |
| Filing Venue | 7 HLURB Regional Field Offices | 16 DHSUD Regional Offices + e-HOA system |
| Processing Times | 30 days | 15 days (simplified) |
| Appeals | HLURB Board of Commissioners | DHSUD Central Appeals Board |
Existing HLURB-issued CORs remain valid; no need for re-registration.
10. Practical Tips for Applicants
- Leverage Developer Resources – Most masterplans already contain subdivision schematics and titles; ask for certified copies to save costs.
- Bundle Amendments – If planning name, by-laws and boundary changes, file them simultaneously to pay the basic fee only once.
- Stay Digital – DHSUD’s e-HOA portal allows submission tracking and electronic LOC compliance.
- Engage the Barangay Early – Many LGUs require barangay endorsement before issuing permits; coordinate to avoid circular delays.
- Educate Members – Circulate simplified FAQs on dues, elections, dispute resolution to build buy-in. Transparency lowers the risk of registration challenges.
Conclusion
Registering a Homeowners Association with the HLURB (now DHSUD) is both a legal obligation and a strategic step toward community self-governance. Mastery of the documentary checklist, adherence to procedural timelines, and proactive post-registration compliance ensure that an HOA enjoys full legal personality, can enforce deed restrictions, obtain LGU clearances, and represent homeowners in dealings with the government and the developer. By internalising the requirements outlined in RA 9904 and subsequent HLURB/DHSUD issuances—plus the practical insights shared above—organisers and counsel can secure a Certificate of Registration smoothly and safeguard the interests of the entire residential community.