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07 5 STEPS TO A PROFESSIONAL HOA VIOLATION LETTER S T E P 1. Consult the governing documents. In all situations, reference your governing documents for any necessary laws or guidelines when crafting or sending your letter. Make sure you're following state, provincial, and local laws, too. If you have questions about the legality of your violation letter, consult your association attorney. S T E P 2. State the purpose of the violation letter. Explain why you're sending the letter with reasoning and details. Use a professional and cordial tone, especially when describing the violation. Confirm that you reference and cite the governing documents and the specific rule that the homeowner is violating. Ultimately, the owner should fully understand why they're being given a violation letter. S T E P 3. Supply evidence of the infraction. To prevent misunderstanding, show proof of the violation and include a description. Collect as much evidence as you can. Examples include images, past warning letters, and call or text logs. S T E P 4. Identify a solution. Politely ask the homeowner to resolve the issue and outline the modifications needed to meet compliance. Offer recommendations and answer questions the homeowner may have. If the homeowner must purchase materials to remediate the situation, think about sharing additional cost-effective ideas. S T E P 5. Provide an appropriate timeframe to make changes. When providing a timeframe, consider how long it may take to resolve the issue. Be fair and realistic, especially if the issue will require architectural changes or construction. Depending on the severity of the problem, some violations can take more than 30 days to resolve. 7 6 5 4 8 3 C

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