A Homeowners Association, also called an HOA, serves several purposes depending on the property. For example, you may rely on the HOA board members to make decisions regarding community safety, use of common recreation areas or parking matters. Whether or not you are a board member, writing a letter to the HOA is an effective way to bring attention to your issue in a respectful way.
Insert the date on the first line of the page. It should be left justified and written out with no abbreviations.
Skip one line and then insert the recipient's full name. On the next line, follow up with the recipient's mailing address or, if you don't know it, the address the HOA uses. This information should also be left aligned.
Open the letter with a greeting that includes the recipient's full name. For example, write "Dear Darcy Lane." If you are addressing the letter to no one in particular, write "Dear Board Member" instead. There should be a single line of space between the recipient's address and this greeting.
Compose the first paragraph in the body of the letter by briefly introducing yourself. Even if you have cooperated with the HOA before, state your full name, your address and how long you have lived in the community. This way, even if your letter is received by someone you have not met, he will have an idea of who you are.
Make a polite request, in the next body paragraph, that draws the board's attention to your matter. Keep in mind that the HOA is there to help you. Be as precise and detailed as you can so the board can take specific steps to meet your needs. For instance, instead of saying, "The community pool is always a mess," write that you've noticed food and beverage items left in the picnic area near the pool, or leaves and dirt in the pool.
Complete your request with suggestions on how the board member can take action. Use a tone that's optimistic and cooperative, rather than pushy or threatening, so that you and your letter will be taken seriously.
Align all paragraphs of the body of the letter on the left side of the page. Then skip a single line of spacing after the final paragraph and add your closing. A simple "Thank You" or "Sincerely" is fine, followed by your full name and signature.