Tool Category: Model Letters

Remind Pet Owners of Responsibilities

The following letter incorporates four key items that should be included when reminding members that they’re obligated to follow the community’s pet rules, and why doing so is important. Show this letter to your attorney before adapting it for use in your community.

Tell Members a Special Assessment Is Necessary

Because every situation is different, there’s no boilerplate letter that all association managers can use to inform members of the need for a special assessment. Still, there are common threads in what an effective letter should cover

Warn Members About Proper Use of Internet Access

Here’s an example of a letter you can send to your members to announce that the association will be providing high-speed Internet service for all members and, if applicable, common areas.

Get Tough with Member Who Uses Roof

Here’s a get-tough letter we wrote that you can adapt and send to a member who continues to use the roof of the condo building despite your prior warning not to do so. The letter reminds the member of your conversation with him in which you warned him not to use the roof; notes that…

Two-Envelope System for Mail-In Ballots

In preparation for the [insert name of community association]’s board of directors election on [insert date], we have enclosed a ballot and two envelopes. Please be aware that [pick one: state law/the Association’s governing documents] require(s) us to use secret ballots for this election. To preserve the secrecy of the voting process, please follow these…

Provide Members with Letter Preparing Renters for Community Life

This Model Letter explains to renters important points that will help them enjoy community life and save you and the member-landlord from problems and potential liability later. The letter spells out how community associations operate, that both the member and renter must abide by the association’s rules, that rules violations are also lease violations, that…

Describe Grounds for Firing in Written Letter

If you must terminate an employee, make sure that you send him a termination letter and keep a copy of it for your files with any other documentation you have regarding the employee’s performance, such as warnings that you’ve given. Remember to include the cause for dismissal in the letter. Ask your association’s attorney about…

Recognize Member’s Request for Emotional Support Animal

If a member’s disability is not obvious—for example, a mental disability—an association is entitled to ask for supporting materials that document the member’s need for a service animal such as an emotional support animal. The Model Letter below, which you would give to a professional who is familiar with the member’s disability, will help you…

Notify Members of Serious Crime at Community

This Model Letter is an example of one that you can use to notify association members that a crime has occurred at the community. The letter briefly describes the crime and where it happened, encourages members to take precautions to protect themselves, and tells members that if they notice any suspicious activity, they should report…

Head Off Members’ Renovation Complaints

You can adapt and use this Model Letter to announce a planned renovation project to your community’s members. The letter tells members about an upcoming renovation project, explains how the project will benefit them, notes when the work will take place and what inconveniences they can expect, and includes a telephone number and an email…