Violation Letters

We're in Virginia and of course, we're subject to the Due Process Provision of the Virginia Property Association Act. While we're required (by law) to include certain verbage, facts, etc in our violation letters and hearing letters; I'd like to try to soften our current letters. They just come on a little too strong, so I'd like to almost make them sound like they are more of an advisory or request. I know that I can't really sugar coat it; but I'm just wondering if you all have some sample letter templates, or links to other letters that we might be able to use. Any letter samples or ideas, would be greatly appreciated. Thanks very much. Any thoughts?

Mike:

There are so many ways of sending a)Friendly Reminder Letter or b) curtesy letter or even using a form type letter checking off the item on the form that they may be violating. However using these above means would be okay for the first notice, after that the second one should quote your CCR's and notify the Owner what "could" happen if they continue to ignore the governing documents.

Mike,
Following is an example of a first notice which I emailed yesterday (name and address deleted). First an information notice is provided; if no compliance then a violation notice with all required info is mailed.

During my inspection this week I noticed an advertising sign posted in your front lawn. Please be advised that the Declaration of CC&Rs states:
7.11 Restrictions on Signs and Advertising Devices. No sign, poster, billboard, advertising device or display of any kind shall be erected or maintained anywhere within The Properties except such signs as may be approved in writing by the Design Review Committee. A sign advertising a Lot for sale or for lease may be placed on such Lot or Dwelling Unit; provided however, that standards relating to dimensions, color, style and location of such sign shall be determined from time to time by the Design Review Committee and shall comply with local sign codes and with all other applicable statutes, ordinances and regulations.

Your compliance with this restriction is appreciated.

Roger Borcherding,
Community Manger