looking for covenant non-compliance issue letter format

Denessal,
Since all covenants are somewhat different in many respects, I would suggest you device a letter to violators citing covenant Chapter and verse, and include the entire covenant.

Second paragraph, I would explain what your covenants allow in the way of fines or Board actions.
Third, I would include an invitation to the offender to come and be heard by the Board at a Board meeting.

Keep it simple, direct and impersonal. Strictly business.

As far as a check list kind of thing, that would best be done by each association and the actions of the board may be different for different offences.

Using a cut and paste action, most of the offences could be pasted into a format type letter.

From: XXXXXXXXX Board of Directors
COVENANT VIOLATION NOTICE

Dear ………………………..,

It is the obligation of the Board of Directors to ensure that each Homeowner in our Community is adhering to the Declaration of Covenants, Conditions and Restrictions (CC&R's) set forth in our Documents. Our Community is striving to continue to be a beautiful place in which to reside harmoniously with our neighbors. We are all bound to conform to the Articles of our Covenants.

We believe that you are a good neighbor and would not knowingly violate our CC&R’s. Please be advised that the following Covenant Violation exists:
The Violation falls under Article _____________, Section ______________ and is specified as:

______________________________________________________________________________
__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

1. According to our Declaration, the Violation must be remedied within fourteen (14) days from the date of this notification.

2. You can also notify the Board of Directors at the address above in writing, or at any of the following contact numbers, of the course of action you intend to remedy the Violation, with a specific completion date (within that 14 days).

3. You also have the option of having a hearing before the Board of Directors to discuss or refute the specified Violation (within those 14 days).

Unfortunately, any Violation which goes unresolved or has not been addressed with the Board of Directors within 14 days will begin to accumulate a fine of $25.00 per day until the violation is corrected. If the violation is not remedied within 30 days once the fines begin the matter will be turned over to the Association's Attorney for legal action. The cost of legal action and all accumulated fines will be the obligation of the Homeowner.

We look forward to working together to in the continuing effort to keep our Community beautiful and protect the property values of all our neighbors’ homes. If you have any questions or concerns about the above matter, please do not hesitate to contact any of the BOD Members as listed below. The Board of Directors is in place to serve our Community.

XXXXXXXXXX Board of Directors:

Good HOA topic!

Below is my HOA rough sample Exterior Inspections Checklist when you do your walk through inspections. This will help facilate the process with less labor intensive AND less paperwork. The checklist which can be dulicated in a spreadsheet program [Excel] for record keeping and reprinted professionally to become the actual attached document mailed to homeowners. Mistakes are less likely to occur by following it through on one form and you can focus more on landscaping issues at the 2nd and 3rd inspection dates.

Send homeowners a cover letter summarizing exterior guidleines and the same check list for each inspection.

Indicate in your cover letter the purpose and phase of the exterior inspections process and why it's important to maintain the architecure of the comminuty and help to maintain or increase property values.

Our HOA decided to focus on Major violations only, such as remove Rotten Wood, Power Wash, etc. or the top 20 and include Other (just in case!) Reference how they can get complete explantions, or include a weblink or website for homeowners to upload the complete guidelines or explanations.

Using Excel/Spreadsheet
Develop a 5 column 3 part inspection checklist to use as a worksheet and copy for all inspections

Column 1. Check Box
Column 2. Major Exterior Covenant Violations "Other" will catch those infrequent ones!
Column 3. Prelimnary Inspections
Column 4. Formal Inspections
Column 5. Final Inspections

Below is a bad cut and past job of our actual checklist and it fits on one page, landscaped print format.
The underscores column or explanation is actualy several inches long. It Works Great for US, GOOD LUCK!

____________________________________________________________________________________________________________

*Early Spring (Due 5/1) *Early Summer (Due 7/1) Early Fall (Due 9/1)
____________________________________________________________________________________________________________
Friendly Mews HOA *Preliminary Inspection **Formal Inspection ***Final Inspection

Exterior Covenant Violations Dept.
P.O. Box 6092 Columbia, MD 21045 Date: ____/____/2008 Date: ____/____/08 Date: ____/____/08
www.yourhoawebsite
Address:#### Main Street
_____________________________________________________________________________________________________________
*Plan or complete repairs and corrections within 10 weeks

**Complete in 10 weeks ***8 Weeks Notice!
Inspected by: Inspected by: Inspected by:
Formal Inspections Final Inspecions
EXTERIOR ALTERATIONS Checklist
For a more complete checklist and detailed explantion
go to www.yourguidelines Violation Status Violation Status
Major Violation Explanation New 2nd Notice Escalate to Att.
______________________________________________________________________________________________________________

[ ] Chimney [ ] Roof [ ]Paint [ ]Repair _______________ [ ] [ ] [ ]
[ ] Decks [ ] s/b natural [ ]Repair railing…____________ [ ] [ ] [ ]
[ ] Doors (Exterior) [ ] Paint _______________ [ ] [ ] [ ]
[ ] Fences [ ] Repair [ ] Replace _______________ [ ] [ ] [ ]
[ ] Gutters [ ] Downspouts [ ] Drain Pipes _______________ [ ] [ ] [ ]
[ ] House Numbers (must be visable) _______________ [ ] [ ] [ ]
[ ] Landscaping [ ] Mow [ ] Rake [ ] Weed _______________ [ ] [ ] [ ]
[ ] LIGHTING (cannot shine into neighbors) _______________ [ ] [ ] [ ]
[ ] MAINTENANCE, Other: Repair/Replace _______________ [ ] [ ] [ ]
[ ] Remove Debris: _______________ [ ] [ ] [ ]
[ ] POWERWASH SIDING: _______________ [ ] [ ] [ ]
[ ] Front [ ] Side [ ] Back [ ] [ ] [ ] [ ]
[ ] REPLACE ROTTEN WOOD _______________ [ ] [ ] [ ]
[ ] PAINT [ ] Front Trim [ ] Side Trim [ ] [ ] [ ]
[ ] PAINT [ ] Back Trim [ ] [ ] [ ]
[ ] PAINT [ ] Meter Box & Poles [ ] [ ] [ ]
[ ] PAINT [ ] Other: _______________ [ ] [ ] [ ]
[ ] Patios AND Walkways _______________ [ ] [ ] [ ]
[ ] SHED: [ ] Paint [ ] Stain _______________ [ ] [ ] [ ]
[ ] SHUTTERS [ ] Paint [ ] Replace _______________ [ ] [ ] [ ]
[ ] SIGNS - Must Comply w/HC ordinances _______________ [ ] [ ] [ ]
[ ] Trees & Shrubs [ ] Remove Dead [ ] Trim _______________ [ ] [ ] [ ]
[ ] Windows & Screens [ ] Replace Broken _______________ [ ] [ ] [ ]
[ ] Woodpiles, Neatly stacked in back. _______________ [ ] [ ] [ ]

glen, like i said, this is a bad cut and paste job and is not at all what the actual worksheet looks like.
as far as spell check, that's not a feature on this interactive website. I am not the first to have mispelled words in this forum. I agree, whenever using email, etc. always run spell checker. Don't worry about me, i iq'd at 130.