How to Write an HOA Violation Letter (with Examples)

From sidewalks to swimming pools, Homeowners Associations (HOAs) exist to help keep your community a nice place to live. They are there to maintain common areas, keep the landscaping nice, manage property improvements and provide amenities.

In order to do all of this in a fair and orderly manner, there are rules that homeowners need to follow. Common HOA rules include:

• exterior appearances
• renovations
• noise
• pets
• smoking
• garbage
• vehicles and parking
• rentals
• landscaping
• common area usage

But when it comes to enforcing those rules, things can get tricky. That’s because homeowners don’t want to feel like they are being ridiculed for their choices. People have differing ideas on how the property they own should be managed.

Here are some things to keep in mind to avoid controversy when rules are violated:

1. Make the rules clear. When HOA rules are vague or unclear, it can make it difficult for homeowners to understand what is expected of them. It can also make it equally difficult on the HOA to enforce the rules effectively.
2. Be consistent. Whatever you do, do not be selective when it comes to rule enforcement. This can lead to confusion and frustration among homeowners.
3. Set and stick to a process. Your governing documents should outline the process for the consequences of breaking the rules.

   For example:

   • Notify – communicate the violation of an HOA rule or regulation.
   • Investigate – conduct further research to determine what exactly happened and the extent of the problem.
   • Hearing – If the homeowner does not correct the violation after the notification, meet to discuss and determine the next course of action.
   • Enforcement – If not corrected, the HOA may then take enforcement action. This could include fines, suspension of privileges or even legal action.

3 Sample HOA Violation Notice Letters

Today we’ll focus on notifying a homeowner that they have violated something outlined in your CC&Rs. First of all, it should be noted that a violation is sometimes just a misunderstanding or even an accident. It may be worth implementing a verbal warning into your violation process before you get to the written notification. Sometimes a “hey, are you aware you aren’t allowed to have exterior lights past January 31st?” will resolve the issue.

But if you get to the point where an official violation notice must be made in written form, we’ve got you covered with some examples.

1. Sample HOA letter for too many vehicles parked. Click the image for PDF.

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2. Sample HOA violation letter for a noise violation. Click for PDF.

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3. Sample HOA violation letter for nightly rental policy violation. Click for PDF.

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