Being a property manager is a challenging job. Managing a considerable number of residents is often quite hectic. Mitigating disputes and problems are the primary function of property managers. However, even the finest property managers encounter situations where residents break the rules, sometimes on accident and sometimes on purpose. When that occurs, a property manager or a condo board has options. In this post, experts from our Community Communication App explore the steps a property manager or board member should take to communicate and handle rules violations by a resident.
Rules violations happen in condo communities. How often they happen primarily depends on how well it is handled by the property manager. But what is considered a violation of the rules? Most rule violations are actions that go against condo by-laws and regulations. Examples are parking in unauthorized locations, noise disturbances, Airbnb use (in some locations), or mishandling garbage.
The best way to handle those situations is to approach the resident in a low-impact way. For example, a phone call, a brief note, or letting them know courteously in passing can diffuse the situation. If this does not work, the next step is issuing an official warning letter, often called a Notice of Violation.
The Notice of Violation letter communicates to the owner or tenant the specific violation perpetrated and outlines the measures required to correct the issue. While the impact of not following the letter is firm, it is best to avoid an overly severe tone in the letter. The objective is to resolve the situation with as little conflict and pressure as possible. We want to remind you that the objective is to preserve a unified community.
What goes into a Notice of Violation is simple. The following is what you should include:
Ideally, the owner will respond before a letter is sent or after the initial letter. Nevertheless, this is usually not the case. In some instances, there has to be a second and third letter dispatched before firm action is taken with the owner and the problem. The second and third letters detail the results of non-action. The final letter further outlines that the result involves legal action or directing the matter to a collection agency when required.
We hope this helps you understand how to handle violations of Condo rules. Contact us today to learn more about our Community Communication App. We want to make your job easier!