Tool Category: Model Letters

Alert Employees of Danger to Member

Here’s a letter, prepared with the help of security expert Norman Bates, to give to on-site employees when a member shows you a valid restraining order against a spouse or partner. Talk to your attorney about adapting this letter for your own use.

Disclose Presence of Sex Offender in Your Community

You can adapt and use this letter at your community to warn members of the presence of a sex offender there. Note that it provides two optional sentences that you can use to tailor it specifically for your community. The first sentence gives you language to include if the association wants to warn members that…

Emphasize Survey’s Value to Community

Adapt the following letter to send to the members of your community you wish to survey. The letter conveys the importance of members' participation and explains how they will be able to access the survey’s findings.

Take Action Two Ways When Member Shirks Maintenance Obligations

Failing to maintain properties according to community standards can be a simple case of negligence or something more serious. So it’s wise to start notifying the member with a polite letter reminding the member of his maintenance obligations and giving him a deadline by which to remedy the situation. If that doesn’t work, you’ll have…

Warn Member About Posting Damaging Comments Online

When you discover that a member has posted comments of a negative nature about your community or board members online, ask the association’s attorney to draft a warning letter that can be sent from the board president to that member. Here is an example of a warning letter that you can adapt.

Suspend Privileges Until Member Pays Assessments

Members’ assessments pay for or make possible a number of privileges such as voting and access to amenities. Therefore, there’s no reason a delinquent member should get a say in association business and enjoy privileges that other members have paid for. If a member is in arrears and the board is considering suspending his privileges,…

Notify Employee of Termination Justifications

Eventually, you’ll have to deal with an employee who doesn’t perform well and must be let go. All management companies go through this process at some time, regardless of the due diligence they’ve performed to get competent, hardworking employees or how much they’ve vetted candidates for positions within the company.

Directly Address Abusive Member

Unfortunately, sometimes nothing short of a warning letter might stop a member who is harassing another member. Here’s an example of a letter that may be sent to a member causing problems in the community. Note that the letter mentions the specific incidents complained of and warns the member that you can penalize him for…

Give Employee Written Statement of Reasons for Termination

Here is a Model Letter that you can adapt and use if an employee’s misconduct persists after an oral warning has been given. Keep the letter simple, and describe the grounds for termination in a general way.

Use Warning Letter if Employee Ignores Oral Warning

If an employee ignores your first oral disciplinary warning, adapt and use the following letter for a written warning. This letter includes a section for the employee to sign your copy of the letter to acknowledge having received it.