Homeowner response to a violation notice
Delete the options that do not apply. Keep it factual and short.
[Your name] [Property address] [Your phone / email] [Date] Board of Directors [Association name] [Association or management company mailing address] Sent by: [certified mail, return receipt requested / email / delivered to the board] — keep a copy and proof of delivery Re: Response to notice of violation dated [date of notice] — [violation described in the notice] — Request for [hearing / review / copy of records] Dear Board of Directors, I received the notice dated [date of notice] stating that my property is in violation of [rule or section cited in the notice] because [reason stated in the notice]. I am writing to respond within the time stated in the notice, which was [deadline]. My response: [Choose what applies and delete the rest.] - I dispute the violation. [State facts: e.g. "The item was removed on [date]," "The vehicle belongs to a guest who left on [date]," "The work was approved by the Architectural Review Committee on [date] (approval attached)."] - The notice does not identify the specific rule, the date of the observation, or the action required. I ask that the Board provide this information. - I believe the rule is being applied differently to my property than to others. [Describe specific, similar properties and dates, factually and without accusation.] - I have corrected the issue as of [date]. Photographs are attached. What I am requesting: 1. That the Board withdraw the notice [or: take no further action] because [short reason]. 2. If the Board will not withdraw it, a hearing before the Board before any fine or other penalty is imposed, and written notice of the date, time, and place of the hearing. 3. A copy of the rule relied on, the Board's enforcement or fine policy, and any photographs or records the Board has about this notice. 4. That any fine be suspended while this response is pending. Attachments: [photos, approval letters, receipts, correspondence — list each]. I want to resolve this cooperatively and am available to speak at [phone / email]. Please confirm in writing that you have received this letter. Sincerely, [Your name] [Lot / unit number]