Cases

Contents
  1. Violation letter — copy from here
  2. Keep the letter with the case
  3. Write down that you sent it
  4. Short answers

The short answer: courtesy note first. When a formal letter is needed, keep it flat: fact, rule, fix, date, hearing. Then keep the letter with the case.

The template

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Hoavik hoavik.com/templates

Violation letter

The formal letter: the rule, what was observed, what cures it, by when, and how to be heard.

Fact, rule, fix, date, hearing. Keep the voice flatter than you feel — someone reads this cold in a year.

The letter Section 1 of 3
Association name and address
Date
To — owner, door
ReThe rule, cited by document and section
What happened, and the fix Section 2 of 3
What we observedThe fact, the date; photo kept with this letter
What cures itThe specific fix
By when
Being heard, and what follows Section 3 of 3
How to be heardHearing or reply path, with a date
What happens next if it is not curedThe next step your documents provide
Board officer
Date

Send the courtesy note first; most cases end there. When they do not, you need a formal letter that will still read well a year from now, to the owner, to a new board member, possibly to someone neither of you wanted reading it.

Keep your voice flatter than you feel. Boards that hold up in these exchanges sound bored on paper: fact, rule, fix, date, hearing. A year from now someone reads this cold. Write for them.

Keep the letter with the case

A case in Hoavik holds this letter with the photo and the door's history, and a person approves it before it goes anywhere. What fines, timelines, or liens your state and documents allow is their question. We do not give legal advice.

  • Send the courtesy note first
  • Cite the rule by document and section
  • Name what cures it, and by when
  • State how to be heard, with a date

Write down that you sent it

Note the date and how the letter went out on the case record the same day. A letter with no sent date turns into an argument about whether it arrived.

Keep the reply with it too, even a short one. The case should read in order: report, courtesy note, letter, answer, decision.

General information, not legal advice. Your state and your governing documents differ.

Sources: CAI HOAresources, The fines line: how communities enforce rules, read 28 October 2026 · A violation letter that names the rule