Homeowner Association (HOA) leaders have the responsibility of upholding the rules of the community. It can be frustrating when a homeowner violates these rules, but it is important to handle these situations professionally. The goal is to resolve these issues swiftly and amicably and one of the most effective tools is to write a homeowners association violation letter. This article provides an HOA violation letter template and tips for HOA leaders to follow. By following the six tips this article provides and the sample homeowners association violation letter, you can communicate the violation to the homeowner and offer a solution that benefits the homeowner and the community as a whole. 

We have a free tool powered by AI that helps you write an HOA violation letter. Check out our letter writing tool.

Sample HOA Violation Letter Template: 

Below is a sample HOA violation letter. This sample letter provides notice to a homeowner of any HOA violations in a friendly manner that allows for a quick resolution of the issue. 

Tip 1: Be Amicable and Professional 

As a leader of the HOA, you live in the community you serve. The violator is your neighbor whom you do not want to create animosity with when they receive their violation letter from the HOA. Therefore, the goal of an HOA leader should be to create a friendly HOA violation letter, similar to the HOA violation letter example above. The purpose of this letter is to inform of the violation, not escalate the situation. Your letter should use a respectful and polite tone that avoids making accusatory statements. 

Example: 

“Dear [Homeowner Name],

I hope this letter finds you well. I am writing to you today to inform you of a violation of the HOA’s rules and regulations. I understand mistakes happen, however, it is important to address this issue as soon as possible to maintain the standards of our community.” 

Tip 2: Identify the HOA Rule Violated

Your letter to the homeowner should clearly state the specific HOA rule the homeowner has violated. Doing so clearly identifies the problem for the homeowner to resolve and lets them know that the HOA isn’t acting arbitrarily. 

Example: 

“We have noted the following violations: 

1. [Describe the first violation clearly and concisely. Be specific about what rule was violated and when it occurred.] 

2. [Describe the second violation, if applicable, in the same way.] 

3. [Continue with additional violations if necessary.] 

“Your actions violate Section [X} of the HOA Covenants, Conditions, and Restrictions, which states [quote the relevant section violated].”

Tip 3: Attach Relevant Evidence

Your letter should contain photos of other documentation of the violation attached to the letter. This will help the homeowner understand the issue and to take the necessary steps to correct it. 

Example: 

“Attached to this letter are photos of the [describe the violation]. Please review the attachments and take the necessary steps to correct this violation.”

Tip 4: Provide a Reasonable Deadline

You want to offer the homeowner a reasonable amount of time to correct the violation. This will give them time to take the necessary steps without feeling rushed. 

Example: 

“Please correct this violation by [provide deadline date]. If the violation continues to be unresolved after this date, the HOA board may take further action, which we hope to avoid, such as fines or other disciplinary measures.”

Tip 5: Create a Line of Communication

Provide the homeowner with the opportunity to discuss the violation and to help them resolve the issue. This can be done by providing your availability or inviting them to attend an HOA meeting to discuss the issue further. 

Example: 

“If you have any questions, please do not hesitate to contact me at [phone number] or [email address]. Additionally, feel free to stop by my office on [provide office location and available date and times] or attend our next board meeting on [provide date] to discuss this matter further.” 

Tip 6: Conclude Your Letter in a Friendly Manner

Concluding your letter in a friendly manner reinforces your genuine desire to resolve the violation amicably and without the need for legal action. It reminds the homeowner of the community they are a part of and their commitment to their neighbors. 

Example: 

“We are seeking to resolve this issue amicably and without the need for legal action. Thank you for your understanding and cooperation in this matter. We appreciate your commitment to the community and look forward to resolving these issues in a neighborly manner. ” 

We have a free tool powered by AI that helps you write an HOA violation letter. Check out our letter writing tool.