Every HOA needs to establish specific rules and regulations to maintain and preserve the quality of life in the community. Nevertheless, humans are not perfect. Homeowners are bound to make mistakes, whether intentionally or unintentionally. Breaking laws can create nuisance in the neighborhood and disrupt its peace. Therefore, board members must take proper action when it happens.
When a homeowner breaks a law of the HOA, the board members are obligated to send them a warning letter for the violation. For this, they must know how to write a violation letter correctly and what to include in it. Gilbert HOA management companies can help enforce the rules of the community and prevent violations.
What is the significance of a violation letter?
To buy a house in an HOA, homeowners have to sign a contract which states that they are obligated to follow the rules and regulations or the CC&Rs of the community. These rules help to maintain peace and security in the HOA. Therefore, if a person violates a law, they are conducting a breach of contract.
Some owners may forget about some rules and unintentionally break the law. However, there are many residents who bypass rules consciously. It is vital to take appropriate actions against their behavior and enforce the covenants.
The significance of a violation letter is to remind homeowners of their contract with the HOA and the rules. They must ask the person to rectify their mistake as soon as possible. If they do not make changes, they may receive fines and penalties.
How to write a violation letter
- State the violation – When writing the letter, be specific about the rule they violated and cite the section in the governing documents that the homeowner has not complied with.
- Attach evidence – Homeowners would not take the letter seriously if you do not have solid evidence about their violation. Remember to attach the necessary proof. This may include images, past warning letters, or witnesses from the neighborhood.
- Ask them to make changes – After telling them what they did wrong, ask them to make the necessary changes within a specific time limit. If they do not make the changes, you may write another letter or penalize them. But, make sure to give them an appropriate amount of time to implement the changes. Not all violations can be rectified in a few days.
- Write details of a disciplinary hearing – Some homeowners may feel they are being wrongfully accused of a violation. In such cases, they may want to contest their violation. A homeowner has the right to get a chance to prove themselves right, and they can do so during the hearing.