No one likes delivering news about rising costs — but in condo and co-op buildings, fee increases are sometimes necessary to keep things running smoothly. Whether it’s to offset higher insurance premiums, rising energy costs, or strengthen reserve funding, clear and thoughtful communication can make all the difference in how residents respond.
Here’s how your board can communicate monthly maintenance or common charge increases with clarity, confidence, and empathy.
Be proactive — and make it a conversation
Don’t let residents find out about an increase on their next statement. Communicating early — and directly from the board — shows respect and transparency.
Have the message come from your board, not your management company. Residents want to hear from the people representing them, not the messenger delivering the update. When communication comes from management, it can create confusion about who made the decision and why.
Whenever possible, make it a two-way conversation. Offer residents the chance to ask questions, whether through an open meeting, a virtual session, or by submitting questions for the board to respond to collectively. That transparency helps residents feel heard and reduces tension before it builds.
Explain the “why” — clearly and honestly
Residents are far more likely to support an increase when they understand what’s behind it. Be specific, not vague. Instead of saying “Operating costs went up,” explain the key drivers:
- Insurance premiums have risen citywide.
- Utility rates and energy costs are increasing.
- Vendor contracts have adjusted for inflation.
- Reserve contributions are being strengthened to avoid major assessments later.
And be candid about the challenge: no board wants to increase costs. But doing so now can prevent a larger financial strain down the road. That kind of honesty builds trust — it shows residents that the board is thinking long-term, not short-term. If you’re able to share visuals, even better. With Daisy’s interactive budget experience, boards can show exactly how these decisions take shape, helping residents see the same data the board sees.
Show responsibility and stewardship
Explain the steps your board took before deciding on an increase — like negotiating with vendors, reviewing long-term contracts, or delaying nonessential projects. It reinforces that the decision wasn’t made lightly, and that your board is acting as a careful steward of the community’s finances.
Be transparent — without overcomplicating it
Transparency doesn’t mean overwhelming residents with every line item. It’s about giving the right level of context. Explain what changed, why it was necessary, and how the board made the decision. Share highlights from the new budget, or summarize key cost increases using plain language and visuals. The goal is clarity, not complexity. When owners can follow your reasoning, they’re far more likely to understand, even if they don’t agree.
Be empathetic
A fee increase announcement should feel professional and considerate, not overly formal or apologetic. Keep your message short, factual, and empathetic. Acknowledge that rising costs are never easy, but reinforce that the goal is to protect the building’s health and avoid bigger financial challenges later.
Keep communication open
Encourage questions and feedback. Consider hosting a brief info session or virtual Q&A so residents can hear directly from board and management representatives. Clear communication helps prevent frustration, and often builds trust that lasts beyond this year’s budget conversation. For guidance on talking about larger or one-time costs, see our tips to communicate special assessments.
The bottom line
Monthly fee increases are never fun to discuss, but they’re part of maintaining a healthy, well-run building. When boards communicate early, explain clearly, and show their reasoning, owners see leadership — not just another bill. Transparency builds confidence, connection and confidence that your building is headed in the right direction, and by the right people!
