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[ASSOCIATION NAME] — OFFICIAL LETTERHEAD
Formal correspondence template for HOA and condo associations
Free template from The HOA Guide — thehoaguide.com
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ASSOCIATION INFORMATION
   Full legal name: __________
   Doing business as (if different): __________
   Street address: __________
   City, State, ZIP: __________
   Phone: __________
   Email: __________
   Website: __________

LEGAL ENTITY DETAILS
   Entity type: [ ] Nonprofit corporation  [ ] Unincorporated association
   State of incorporation: __________
   Date of incorporation: __________
   EIN (optional): __________
   State tax ID (if applicable): __________

MANAGEMENT COMPANY (if applicable)
   Company name: __________
   Manager name: __________
   Phone: __________
   Email: __________
   Mailing address: __________

BOARD OFFICERS
   President: __________
   Vice President: __________
   Secretary: __________
   Treasurer: __________
   Director(s): __________

LOGO PLACEMENT
   [ Place association logo or seal here — recommended size 1.5" x 1.5" ]

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SAMPLE LETTER LAYOUT — copy and adapt for your correspondence
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                        [ASSOCIATION NAME]
                        [Street Address]
                        [City, State, ZIP]
                        [Phone] | [Email]

                        [Logo / Seal]

[Date]

[Recipient Name]
[Recipient Address]
[City, State, ZIP]

Re: [Subject — e.g., Violation Notice, Assessment Statement, Board Decision]

Dear [Recipient Name],

[Body of letter — state the purpose clearly in the first sentence.
Reference the specific CC&R article, bylaw section, or rule number
when applicable. Include dates, amounts, or deadlines as needed.]

[If a response or action is required, state the deadline and how to
respond — e.g., "Please contact the management office by [date] at
[phone/email]."]

Sincerely,

__________
[Name]
[Title — e.g., President, Board of Directors]
[Association Name]

cc: [ ] Management company  [ ] Association attorney  [ ] File
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Use official letterhead for all formal notices, violation letters,
assessment statements, and board decisions. Keep a copy of every
letter sent.