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What do I need to send for a budget distribution?

Learn what documents, data formats, and deadlines are required to distribute your budget package.

What we require for your Budget?

GetQuorum requires specific documentation and formatted data to compile, merge, and distribute your Budget Package to owners.

Mail Merge Process

GetQuorum generates unique unit cover letters by performing the mail merge dynamically. The system requires an unmerged document to match every unit to your spreadsheet. This automated process ensures each owner receives their individual cover letter populated with their specific new maintenance fees.

Do not send fee letters that are already merged with the unit and fee information. 

Required Materials

You must submit the following items for your Budget Package:

  • Budget Information: A PDF copy of the budget.
  • Additional Materials: Any additional material that you would like to include in the package in PDF.
    • Note: You can submit PDFs as a single combined file or as separate files. If separate, please include the order in which the documents should be combined.
  • Budget Cover Letter: An unmerged Microsoft Word .doc or .docx document containing merge fields.
  • Owner Data: Complete data for each unit if not yet provided for the current campaign.

Owner Data Formatting Requirements

Provide your owner data and fee amounts in a spreadsheet format containing the following columns for each unit:

  • Owner Name
  • Unit Number
  • Mailing Address
  • Email Address
  • Merge Fields (e.g., New Monthly Maintenance fee amount)

 Please provide your Owner Data and Fee amounts in the following format: 

 

 Examples of incompatible data 

Deadlines

GetQuorum recommends providing all documents 24 hours before your distribution date.

  • Final Deadline: Materials are accepted up until 3:00 PM the day before the requested  distribution date.

Common Questions

  • Can I provide my cover letter as a PDF? No. The system requires the cover letter as an unmerged Word document to complete the system upload.
  • Can I provide my Fee Amounts as a separate Excel file? Yes, provided the file maintains the column structure outlined in the owner data formatting section above. (Please ensure all units are listed in both lists before sending)