HOA Violation (Daily check on violations)
If we receive notice of any HOA violation, we'll need to send it to the tenants and request that they resolve the issue causing the violation immediately. For example, if a tenant at a property has not been maintaining the yard and the HOA emails us with a notice of violation, we'll want to contact the tenants to resolve this. Use the steps below:
First, we will notify the tenants via email about the violation or any associated consequences mentioned in the notice, such as a violation fine. Use the template below and send it to the tenants through the tenant page in AppFolio.
Note: Always attach the violation copy & the photos that we receive via HOA email.
Email to the tenants
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Recipients: Tenants
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Subject: {Courtesy/Second/Final Notice: Violation Description}
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Hello (tenant name),
The following HOA violation was recently brought to our attention for {ADDRESS}.
Please resolve this matter as soon as possible, and let us know once resolved so that no further violations are accrued. This is also a reminder that per the "USE AND OCCUPANCY" section of the lease agreement, tenants are responsible for fines and other charges/remedies for HOA violations noted during occupancy.
Thanks in advance for helping to resolve this issue, and disregard if it has already been taken care of! See the attached copy of the violation notice.
Thank you!
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After sending the email, update the HOA & Lease Violation Spreadsheet with the violation details. Follow up with the tenant based on the remedy date specified in the notice. If a fine is mentioned in the notice, inform Anna so she can post the charges to the tenant ledger.
Spreadsheet overview.
Follow-up email to the tenant
We need to follow up with the tenants after sending the violation. Send the below template.
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Hello,
I just wanted to follow up on this. Could you please provide us with an update on a resolution for this issue? Please let us know if this has been resolved, or if a solution is in progress, when it will be completed.
Thanks so much!
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If, after 3 business days and 3 follow-ups, the tenants have not responded or resolved the issue (or do not have a solution in progress), please notify the PM and ask them to reach out to the tenants directly. Schedule another follow-up directly with the PM 1-2 business days after sending this to check if there's been a solution.
Hello {Name}, The tenant at {{PROPERTY ADDRESS}} has not yet implemented a solution to the HOA violation {Add the violation description}. Could you please reach out to them to help expedite this? I'll continue to check back in with you directly on this. Thanks! |
When the tenant confirms that the issue has been resolved. Ask the tenant to reach out to the HOA and submit the resolution photos to clear the violation.
Here the process of notifying the tenants about the violation and keeping the record is complete.