Tool Category: Model Letters

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.

Explain Purpose of Survey to Members

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

Remind Members to Follow Community Noise Policy

Use the following letter to remind members that they’re obligated to follow the community’s noise policy, and why doing so is important. Show this letter to your attorney before adapting it for use in your community.

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.

Inform Members About Improvements on Association-Owned Areas

This letter reminds members that they are not permitted to build improvements on common areas, or limited common areas, without the association’s prior written approval.

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.