As a homeowners’ association (HOA) board member, you have a duty to enforce rules and maintain harmonious relationships among community members. Unfortunately, you may be faced with difficult challenges when residents unintentionally or deliberately break HOA rules.

When community members fail to meet the association’s standards, the board of directors may have to execute an HOA violation letter. Read on to learn about HOA violation letters, how to write an HOA violation letter, and more.

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What is an HOA notice of violation?

An HOA violation notice is a communication that notifies homeowners about their failure to comply with the rules and guidelines in their community’s governing documents.

For example, an HOA member may be given a notice of violation due to numerous noise complaints from neighbors. Typically, an HOA violation letter will include information regarding the offense, a declaration stating the HOA laws or rules that were violated, a compliance date, suggestions on how to solve the problem, a fine amount, and a contact person for questions or concerns. Remember that every state is different; what constitutes an HOA violation in one state may be different in another.

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Why you need to write an HOA violation letter

Believe it or not, HOA violation letters serve a valuable purpose. An HOA violation letter provides formal written documentation and a proper timeline to resolve the issue for both parties.

The purpose of the letter is to address the matter amicably, not to criticize the homeowner. Further, sending a formal violation letter promotes fair treatment among all community members.

Each violation should be carefully evaluated, regardless of the individual's status or relationship with the HOA. Fair treatment and consistency are essential for fostering a thriving community.

What to include in an HOA violation letter

You should always reference and confirm compliance with local and state laws and governing documents when writing and sending a violation letter. While it varies by community, below are four things you should typically include in your HOA violation letters:  

1. The purpose of the violation letter

Right off the bat, you should state the purpose of the violation letter. When outlining the purpose, maintain a professional and courteous tone, particularly when describing the violation. Cite the relevant governing documents section about the homeowner's infraction and provide sufficient detail to ensure the homeowner fully comprehends the reasons for the violation letter.

2. Evidence

Add any relevant evidence to support the violation. Photographs, previous warning letters, or a record of communication logs can all demonstrate how the violation was addressed.

3. Request for necessary changes

Make the ask and offer suggestions on how the homeowners should proceed with resolving the issue. When a violation requires the owner to purchase a tool or item to help resolve the issue, consider providing more than one option.

4. Timeline

When giving a timeline for resolution, be fair and realistic—especially if the issue will require construction on the homeowner's end. Depending on the issue's severity, some violations can take 30 days or more to resolve. Consult your governing documents for additional information on timelines.

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How to write an HOA violation letter

Here are three templates to use the next time you need to write a violation notice.

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Initial Notice

[Date]

[Homeowner's Name]

[Homeowner's Address]

[City, State, Zip Code]

Dear [Homeowner's Name],

It has come to the attention of the [name of HOA] HOA board that a violation of our bylaws has occurred. This letter serves as the first formal notice of the violation.

On [Date], at approximately [Time], it was observed that [Description of Violation]. Please refer to the attached evidence for clarification.

According to [Specific Rule or Bylaw], it is stated that [Quote Rule in Full Here].

We kindly request that you address this violation within [Number of Days] days to avoid further action.

We trust that you are committed to maintaining the integrity of our community, and we appreciate your cooperation in resolving this matter promptly.

Feel free to contact us if you have any questions or concerns about this issue.

Sincerely,

[Your Name] [Your Position] [HOA Name]

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Second Notice

[Date]

[Homeowner's Name]

[Homeowner's Address]

[City, State, Zip Code]

Dear [Homeowner's Name],

We are following up regarding the communication sent to you on [Date] concerning the violation of our bylaws. This letter serves as the second formal notice of the violation.

As previously mentioned, on [Date], it was observed that [Description of Violation]. Despite our previous communication, the violation remains unresolved.

As per our bylaws, failure to address this violation may result in further action, including fines and additional measures.

We appreciate your attention to this matter and urge you to take the necessary steps to rectify the situation promptly.  

Don’t hesitate to reach out if you have any questions or require assistance.

Best Regards,

[Your Name] [Your Position] [HOA Name]

Final Notice

[Date]

[Homeowner's Name]

[Homeowner's Address]

[City, State, Zip Code]

Dear [Homeowner's Name],

This letter serves as the final notice regarding the violation of our community's bylaws.

Despite our previous communications on [Date], it has come to our attention that the violation, [Description of Violation], remains unresolved.

As per our bylaws, failure to address this violation may result in further action, including fines and potential legal proceedings.

A formal meeting of the HOA will be held on [Date, Time, Location] to discuss the next steps in addressing this violation. You are required to attend this meeting if you wish to dispute the violation or the associated fines.

We urge you to take immediate action to rectify this matter and avoid any further consequences.

Thank you for your attention to this matter.

Sincerely,

[Your Name] [Your Position] [HOA Name]

Templates of an HOA violation letter 

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You can also use our TownSq HOA violation letter templates that you can download for free here.

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Streamline your HOA violation process with TownSq

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Dealing with HOA violation letters is tough, and managing violations takes a lot of work, even if you have a template. You must sort through inspection photos, reference the rules, and more, but did you know you can simplify things with the TownSq platform?

TownSq is an app designed to make tracking and enforcing HOA rules easier. From noting rule violations to sending letters quickly, TownSq is the top choice for HOA managers and boards. Try TownSq free for 30 days today!  

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