Sample friendly warning letter

Y'all are a BUSINESS.

Civil, yes.

Cordial, possibly.

Friendly, NO NO NO.

Point taken, thank you!

Kelly,

We use "friendly reminders" that are printed on post-it style paper with carbon-less copies.

The language is (ref: is the covenant or policy):

A Friendly Reminder
Date: ________
Ref: __________
It has come to the attention of your homeowners association that one or more of the following is in need of your immediate attention:
___ Trash/Recycle Container out too early
___ Trash/Recycle Container out too long
___ Trash/Debris in yard needs cleaned up
___ Lawn needs mowed
___ Trees/Shrubs need trimmed
___ Personal property on lawn needs removed
___ Vehicle improperly Parked
___ Other ___________________
If you have questions concerning this friendly reminder, please contact the Architectural Committee Chair at email:

Would you explain please how these "options" may not be legal in anyone's state? inquiring minds would like to know because we have always listed the references etc, using exact wording; we list the fines and or consequences; we always give options to resolve it.

Surely there is not state law that says we cannot state the facts and back it up with what our documents say. Instead of dismissing Melissa's advice, why not try something like this?

"Melissa's advice is the proper way of informing your HO's, but you should check your state laws to make sure they do not speak above and beyond your own documents and proceed."

What someone was referring to was your reference to placing a lien on a property for fixing a "fine or violation", if they didn't pay. It is not legal in many states and it is may not be legal in the OP's state.

I certainly agree with Melissa that citing the exact wording from your HOA's governing documents, Kelly, is very important. This courtesy letter will ask that the violation needs to be cured within X number of days. Or it can say that this initial violation should not be repeated (let's say after hours noisy party in our high rise setting) and if it is, the Owner of the property will be called to hearing and possibly fined.

Where there's variation among states is what happens next if the alleged violation isn't handled or "cured."

In CA and other states too, for instance, not only must there be a published Schedule of Fines, no fines can be levied without the alleged violator being called or invited to a hearing with the Board via a letter specifying the hearing date. Owners have the right to present their side of the story. So, Kelly, it depends on what your own governing documents say and what your state laws say.

KellyC8
(Wash.) : "a friendly warning letter for common issues . . a sample softer letter."

Respect in every message – including later hardcopy ones that may have to notify of unpleasant compliance measures - is a trail you want to leave.

Post-it notes sealed in an envelope imply respect, but not if possibly posted wide open for the universe to read on a destination front door.

Respectfully a first communication should be verbal, respectful & low key, recognizing that it’s directed at a stakeholder or shareholder. In today’s world that better way may have to be a recorded message, so ‘a smile in your voice’ isn’t a bad idea. A child’s bike left on the lawn doesn’t have to trigger years of enmity; the parent or others in the family should not be turned sour nor the complainants either.

Fragile humans in an imperfect world can get things wrong, including the tone and/or contents you put yourself into that message. ( Worth asking is the message about enforcing voodoo not supported by state law ? ). If it involves common elements, consider that your state law, title & governing documents MAY literally vest ownership not in your corporation but technically in the same stakeholders in common, of which the destination is also a member.

Following is an example I just mailed to a homeowner.

Date: September 5, 2015
Re: Courtesy Notice – Camper parked at curb

Dear Homeowner:
Your community is an exceptional place to own a home. As you are aware the Board of Directors wants to keep it that way by enforcing the Covenants. Enforcement is necessary to maintain property values and the quality of your neighborhood.

During an inspection a camper was observed parked at the curb in front of your property (see attached photo). Perhaps it was there temporarily while loading or unloading. This is allowed for up to two days (overnight). Otherwise please comply with the Covenants which state:

D-6 RECREATIONAL VEHICLE STORAGE
The storage of recreational vehicles such as boats, campers, trailers, motor homes, snowmobiles, etc. shall not be permitted within this development unless such storage is totally screened from public view by a solid six (6) foot fence.

If the camper is still parked in view please move it immediately to comply with the Covenants. Contact me if there are extenuating circumstances.

Thank you,

Tim, that is a fabulous idea. My board has been struggling with polite ways to issue first warnings to homeowners/residents. Can I ask what company you HOA orders them from?

Kathryn (new member of the site and a new HOA President)

I am some what shocked that a BOD or ACC cannot come up with a simple, polite warning letter.