You received an HOA violation letter — now what?
An HOA violation letter can feel like an attack. But it's actually an opportunity. A well-written response can help the board understand your situation, negotiate a timeline, or resolve the dispute without fines or further action.
This guide covers how to respond strategically—and what to avoid.
Why you should respond (even if you disagree)
Not responding: Lets the deadline pass, fines accrue, board may escalate to liens or legal action.
Responding: Shows you're engaged, buys you time to negotiate, creates documentation if the violation is unfair, and can lead to a solution that works for both sides.
Understanding your rights
Before you write anything, know what your state requires:
| State | Key right | Deadline |
|---|---|---|
| California | Right to be heard before enforcement | 10-15 days to request hearing |
| Texas | 30-day notice period + hearing option | 15 days to request hearing |
| Florida | Payment plan option (financial violations) | Must be offered before lien |
| New York | Hearing opportunity required | 15 days to request |
| Colorado | Notice of right to hearing | 10 days to request |
Check your state's laws. Most states require the board to give you a hearing opportunity before enforcement—even if you don't request one.
Step 1: Before you respond, take a photo
Document the violation as it exists today. If you've already fixed it, take a photo showing it's now compliant. This becomes evidence that you care and are working to resolve it.
Step 2: Decide your response strategy
| If you... | Your strategy |
|---|---|
| Agree the violation exists and want to fix it | Acknowledge, apologize, explain your plan and timeline |
| Disagree with the violation | Request a hearing, explain why the rule doesn't apply |
| Agree but need more time | Acknowledge and request a cure extension |
| Already fixed it | Explain what you did and request closure |
| Think the rule is unfair | Document why, request hearing to discuss |
Step 3: Write your response
Use this template as a starting point. Keep your tone respectful even if you're frustrated.
Response template (general violation)
``` [Date]
[HOA Board] [HOA Name] [HOA Address]
RE: RESPONSE TO VIOLATION NOTICE — [Your Property Address]
Dear [HOA Board/Manager Name],
I received your notice dated [date] regarding a violation at [Property Address]. I am writing to respond to this notice and explain my situation.
Regarding the violation: I acknowledge that [description of violation] as of [date]. I understand this does not comply with [CC&R citation].
My plan to cure: I am committed to resolving this as quickly as possible. Here is my plan:
- [Action 1]: Complete by [date]
- [Action 2]: Complete by [date]
- [Action 3]: Complete by [date]
Request for extension: The 30-day cure period is [sufficient / tight] for my plan. I am requesting an extension until [date] to allow time for [reason].
Questions: If you have questions about my plan or timeline, please contact me at [phone] or [email]. I welcome a conversation to ensure my plan meets the Board's expectations.
Thank you for working with me to resolve this matter.
Sincerely, [Your Name] [Phone] [Email] [Property Address] ```
Response template (if you disagree)
``` [Date]
[HOA Board] [HOA Name] [HOA Address]
RE: REQUEST FOR HEARING — [Your Property Address]
Dear [HOA Board/Manager Name],
I received your notice dated [date] regarding an alleged violation at [Property Address]. I respectfully disagree with this notice and am requesting a hearing before the Board to discuss.
Why I disagree: [Explain specific reasons:]
- My landscaping complies with the 4-foot height limit (I measured it at [X] feet)
- The CC&R requirement is [cite specific section], which allows for [your situation]
- The violation was already cured on [date] (photos attached)
- Similar violations in the community have not been enforced
Request for hearing: Per [state] law and the CC&Rs, I have the right to be heard before enforcement action is taken. I am requesting a hearing to present my case to the Board.
Documentation: I have attached photos and [other evidence] supporting my position.
I welcome the opportunity to resolve this respectfully.
Sincerely, [Your Name] [Phone] [Email] [Property Address]
Attachments: Photos, measurements, evidence ```
Critical dos and don'ts
| Do | Don't |
|---|---|
| ✓ Remain respectful and professional | ✗ Use angry, accusatory language |
| ✓ Acknowledge the board's authority | ✗ Threaten to sue or escalate |
| ✓ Propose a specific plan with dates | ✗ Be vague ("I'll fix it soon") |
| ✓ Take photos as evidence | ✗ Make excuses without documentation |
| ✓ Request a hearing if you disagree | ✗ Ignore the notice and hope it goes away |
| ✓ Keep it brief and factual | ✗ Write a long emotional letter |
| ✓ Send via email and certified mail | ✗ Just talk to someone at the pool |
Common mistakes homeowners make
Mistake 1: Not responding at all Silence is interpreted as non-compliance. The deadline passes, fines accrue.
Mistake 2: Responding emotionally "This is harassment!" or "Other people do worse!" doesn't help. Stick to facts.
Mistake 3: Making promises you can't keep "I'll fix it by next week" when you can't. Better: "I'll have a contractor by [date]" with a realistic timeline.
Mistake 4: Not requesting a hearing If you disagree, use your right to be heard. Many boards will work with you once they hear your side.
Mistake 5: Responding by word of mouth "I told Jim at the gate" is not a response. Send written documentation via email or certified mail.
If your response is ignored
If the board doesn't respond to your request for a hearing or extension:
- Send a follow-up email — "I sent a response on [date]. Has it been received?" (Get confirmation they received it.)
- Request a hearing in writing — Most state laws require they provide a hearing if requested.
- Keep documentation — Save all emails, photos, responses. You may need this if the dispute escalates.
- Know your deadline — If enforcement action is taken, you typically have 30 days to appeal.
When to involve a lawyer
Consider legal help if:
- The violation seems unfairly targeted at you
- Similar violations aren't enforced against others
- The board won't give you a hearing
- Fines or liens are being imposed
- Your state requires legal representation
Many HOA disputes can be resolved without lawyers. But if the board is unresponsive or acting inconsistently, legal counsel may be necessary.
Bottom line
A professional, timely response to an HOA violation notice puts you in control. It shows you're engaged, gives you a chance to explain, and often leads to a resolution that works for both sides.
Your response should say: "I understand. Here's my plan. Let's work together."
Not: "This is unfair. I'm not doing anything."
**Need help drafting your response?**
While this post covers homeowner responses, HOA boards can use similar templates to respond to homeowner appeals or legal challenges.