Selling in a York County condominium or HOA community and not sure where to start with the resale certificate? You are not alone. This packet can keep your closing on track or delay it if you do not plan ahead. In this guide, you will learn exactly what to order, when to order it, typical fees and timelines, common pitfalls, and a step-by-step checklist for York County, Virginia sellers. Let’s dive in.

Resale certificates in Virginia: the basics

Virginia law requires associations to provide key disclosure documents to buyers in communities governed by the Virginia Condominium Act or the Virginia Property Owners’ Association Act. Most condominiums must provide a resale certificate that shows assessments, insurance, and rules that affect the unit. Many planned communities and HOAs covered by the Property Owners’ Association Act must provide similar disclosures.

Associations or their management companies usually prepare the packet. In some cases, a third-party vendor issues a standardized report. You, your agent, your buyer, and the title company all rely on this information to move the sale forward.

What you will need to provide

Names vary by association, but most buyers and lenders expect the following items:

• Resale certificate or estoppel letter showing owner of record, whether dues are current, any violations, and any pending or special assessments.
• Governing documents: Declaration or CC&Rs, bylaws, articles of incorporation, and current rules and regulations.
• Most recent financials: annual budget, latest financial report, and reserve study summary if available.
• Current operating budget and assessment schedule for the year.
• Insurance summary or certificate for the master policy (condominiums).
• Recent meeting minutes if provided by your association.
• Any notice of pending litigation involving the association.
• Unit-specific items: unpaid assessments, liens, special assessments, parking allocations, rental or pet restrictions, and other use rules.
• Contact details for the management company and association officers.

When to order and how long it takes

Order as soon as you have a ratified contract. Many sellers order at listing to avoid delays once you go under contract. Typical processing time ranges from about 7 to 21 calendar days, depending on the association and whether a third-party vendor is involved. Expedited services are often available for an extra fee and can reduce turnaround to 24 to 72 hours.

What it costs and who pays

Associations commonly charge a fee to prepare the packet. Typical fees range from about $150 to $350, though you may see $75 to $150 on the low end and $350 to $600 for large or complex packages or for rush orders. Who pays is often the seller by local custom, but the purchase contract can assign costs differently. Review your contract to confirm.

How to order in York County, Virginia

Start with your association or the management company listed on your dues statement. Many communities in Hampton Roads use third-party vendor portals for resale orders. Be ready to provide buyer and settlement agent contact details, the property address, and your anticipated closing date.

Ask for the order form, fee schedule, expected turnaround time, and whether expedited options are available. Submit any owner authorization or signatures promptly so processing can begin.

Coordinate with title, lender, and your agent

Your title or settlement company needs the resale certificate to clear title and confirm any unpaid assessments or liens. Lenders often review the packet early in underwriting, so delays here can affect financing timelines. Your listing agent at TKRE can coordinate the request, track delivery, and alert the buyer’s agent and title company when the packet is ready.

Common pitfalls and how to avoid them

• Late or incomplete packets. Follow up a few days after ordering and again at one week. If timing is tight, pay for expedited service.
• Special assessments and delinquencies. Review the packet promptly for any unpaid charges or newly approved special assessments. Address errors with the association quickly.
• Pending litigation. If the association is involved in a lawsuit, expect lender questions and allow more time to gather documents.
• Unrecorded or recent rule changes. Some rules are updated outside of major document restatements. Ask the manager to confirm the most current rules and policies.
• Incorrect occupancy or rental data. Make sure the association has your correct contact, owner, and occupancy status to avoid disputes during underwriting.
• Transfer fees and payoff procedures. Clarify any transfer or estoppel fees and how payoffs will appear on the closing statement.
• Multiple mortgages or judgments. Coordinate all payoff demands early so the title company can clear liens on time.
• Buyer review periods. Many contracts give buyers time to review HOA documents. Late delivery can trigger buyer rights to terminate or request cures, so meet your contract deadlines.

Step-by-step timeline

Use this timeline as a starting point and adjust to your contract dates and association responsiveness.

At listing

• Confirm if your community is a condominium or HOA and identify the management contact.
• Ask for the resale packet order form, fee schedule, and average turnaround.
• Share management contact info with TKRE and authorize your agent to coordinate once you are under contract.

Upon ratified contract

• Submit the formal request immediately with buyer, settlement agent, and closing date details.
• Pay required fees and request expedited processing if your closing window is tight.
• Complete any owner authorization forms from the association or vendor.

7–14 days after request

• Confirm receipt with the management company or vendor.
• If there is no response, escalate to the property manager or board contact.
• Provide any additional documents requested by the association.

3–10 days before closing

• Ensure the complete resale packet has reached the buyer’s agent, lender, and title company.
• Review for accuracy and address any errors with the association right away.
• Confirm payoff figures for assessments, liens, or transfer fees.

At closing

• Verify that all association payoffs and fees appear correctly on the closing statement.
• Keep copies of receipts and the final estoppel letter if issued.

Who does what

• You, the seller: Order the packet, pay any association fees unless the contract says otherwise, sign authorizations, and supply missing information.
• Listing agent (TKRE): Coordinate the request, track delivery, notify the buyer’s agent and title when the packet is available, and escalate delays with the association.
• Buyer’s agent and lender: Review the packet for financing and buyer concerns and request additional documents if needed.
• Title or settlement company: Use the packet to clear title and request payoff figures for assessments, liens, or transfer fees.
• Association or management company: Prepare and deliver the packet and charge standard or expedited fees.

Local tips for York County sellers

• Many Hampton Roads associations use third-party management and standardized vendor portals. Plan for regional timelines that often run 1 to 3 weeks.
• Coordinate early with your local title company and lender, who are familiar with Virginia resale packages and can outline any specific underwriting or closing expectations.
• If questions arise about taxes or recorded liens, consult York County offices such as the Commissioner of the Revenue, Treasurer, or the Clerk of Circuit Court for public records that sit outside HOA records.

Quick seller checklist

• Identify your association type and management contact.
• Get the order form, fee schedule, and expected timeline.
• Order at listing or immediately after contract ratification.
• Pay fees promptly and request expedited service if needed.
• Share the packet with your agent, lender, and title company as soon as it is available.
• Review for assessments, litigation, or restrictions that could affect the sale or financing.

A little preparation goes a long way. When you order early, confirm responsibilities in your contract, and keep all parties in the loop, you reduce the risk of delays and help your buyer feel confident in the community.

Ready to simplify the process and keep your timeline on track in York County? Connect with Turn Key Real Estate (TKRE) for coordinated support from listing through settlement.

FAQs

When should a York County VA seller order the resale certificate?

• As soon as you have a ratified contract, though many sellers order at listing to prevent delays later.

Who typically pays HOA or condo resale fees in Virginia?

• The seller usually pays, but your purchase contract can allocate the fee differently, so confirm the contract language.

How long do resale packets take in York County VA?

• Plan for about 7 to 21 days for standard processing, with expedited options often available for a faster turnaround.

What if the association does not deliver the packet on time?

• Closing may be delayed. You can escalate with the association or pay for expedited service. Contract remedies depend on your purchase agreement.

Can a buyer cancel after reviewing HOA or condo documents?

• Many contracts include an HOA review period that may allow termination if disclosures reveal unacceptable issues. Buyers should read documents promptly.