HOA Violation Hearing Notice Template

[HOA LETTERHEAD]

[DATE]

VIA CERTIFIED MAIL — RETURN RECEIPT REQUESTED
[and via email to OWNER EMAIL, if owner has consented to electronic delivery]

[OWNER NAME]
[PROPERTY ADDRESS]
[CITY, STATE ZIP]

Re: Notice of Hearing — [PROPERTY ADDRESS]

Dear [OWNER NAME]:

The Board of Directors of [HOA NAME] has scheduled a hearing in connection
with the alleged violation of [CITED SECTION] of the Association's
[Declaration / Rules and Regulations / Architectural Guidelines], described
in our prior Notice of Covenant Violation dated [PRIOR NOTICE DATE].

Hearing details

  Date:        [HEARING DATE]
  Time:        [HEARING TIME]
  Location:    [PHYSICAL ADDRESS or video conference URL]
  Format:      [Open session / Executive session — confidential]
  Conducted by: The full Board of Directors of [HOA NAME]
                [Property manager, if applicable]
                [HOA counsel, if attending — note: if counsel will attend,
                 the owner is entitled to be informed in advance.]

Allegation. The condition alleged is: [SPECIFIC DESCRIPTION OF THE ALLEGED
VIOLATION]. The cited section provides: [QUOTE OR PARAPHRASE THE
GOVERNING-DOCUMENT LANGUAGE].

Your rights at the hearing. You have the right to:

  • Appear in person [or remotely at the URL above, if remote attendance is
    permitted].
  • Present any documents, photographs, witnesses, or written statements
    relevant to the alleged violation.
  • Bring counsel of your choice. [If counsel will attend on your behalf,
    please notify the Board in writing at least [N] days before the hearing
    so that the Association's counsel may be informed.]
  • Cross-examine any witnesses presented by the Association.
  • Be heard on any circumstances the Board should consider in deciding
    whether a violation has occurred and, if so, what remedy is appropriate.

If you cannot attend on the scheduled date, you may submit a written
statement and any supporting materials to [HOA CONTACT] at [HOA EMAIL] or
[HOA MAILING ADDRESS] no later than [SUBMISSION DEADLINE]. You may also
request that the hearing be rescheduled, but the request must be made in
writing at least [N] days before the scheduled date and is subject to
Board approval.

Decision and right of appeal. The Board will deliberate following the
hearing and issue its written decision within [DECISION DEADLINE] of the
hearing date. The decision will be sent to you at the address above and
will include the basis for the decision and any fine, suspension, or other
remedy imposed.

[If applicable per your Bylaws or state statute:] You will have [APPEAL
WINDOW] from the date of the written decision to request reconsideration
or appeal under [BYLAWS SECTION REF].

If you have questions about the procedure, contact [HOA CONTACT] at
[HOA EMAIL] before the hearing date. We do not provide substantive guidance
on the alleged violation itself outside of the hearing.

Sincerely,

[BOARD MEMBER NAME]
[TITLE]
[HOA NAME]

cc: Hearing file
    [HOA Counsel, if applicable]