HOA violation letters, drafted from inspection notes and photos for your manager to sign.

After a drive-through, the inspector's app or clipboard holds a list of lots and conditions: trash cans in view, a boat in a driveway, peeling trim, a fence nobody remembers approving. Back at the office a manager checks each against that community's declaration and rules, looks up the lot's history to see which letter is due, sets a cure date, attaches a photo and mails it.

For the test, AI does that from copies of inspections your team already wrote up. It drafts each letter: the condition in plain words, the section it breaks, the step, the cure date or hearing notice, the fine from that community's schedule and the photo. We call it the sandbox. No letter is mailed.

Notes are shorthand; a letter has to be exact. It names the condition, the lot and the section of that community's documents it breaks, and says what fixes it. Arizona's section 33-1803 lets an owner answer a notice by certified mail within 21 calendar days; the association then has 10 business days to send the provision violated, the date observed, the first and last name of each person who observed it and how to contest. So the draft keeps the inspector's name and date with every finding, and marks notes that point to no rule.

Which letter is due depends on the lot's history. Most companies run a ladder: courtesy notice, second notice, hearing notice, fine letter. Texas's section 209.006 requires notice before a fine that describes the violation, gives a reasonable cure period when it is curable and no threat to health or safety, offers a hearing if asked for within 30 days, and mentions servicemembers' protections. It counts parking, maintenance and a barking dog as curable, fireworks and removed landscaping as not, and a repeat within six months may skip the notice. The draft picks the step from the history and shows why.

Some letters should never go out. Florida's section 720.305 bars fines for garbage cans at the curb within 24 hours of collection, and for holiday decorations unless they stay up more than a week after written notice. Section 720.3045 protects items that can't be seen from the frontage, a neighboring lot, common area or a community golf course, boats, RVs and vegetable gardens among them. Before any fine, hearing notice goes out at least 14 days ahead, a committee of at least three people who are not officers, directors or staff hears it within 90 days, and a cure first ends it. The draft holds any letter these rules may block, and says which.

California fines come from the schedule. Section 5850 has each board adopt a schedule of monetary penalties and send it with the annual policy statement. The schedule in effect on the day of the violation controls, a per-violation cap set by statute has applied since AB 130 in 2025, and no late charge or interest may be added. Section 5855 calls for at least 10 days' written notice of the hearing, lets the owner cure before it, and requires a written decision within 14 days. The draft takes the fine from the schedule dated before the inspection.

Photos have to show the right lot. Vantaca's inspection app attaches dated photos to a violation, CINC Systems' manager app lets an inspector escalate a violation and see architectural requests on the spot, and AppFolio lists violation letters among its association features. The draft checks that the photo matches the lot in the letter, flags shots that may show a neighbor, and looks for an approved architectural request before calling a new fence unapproved. Your reviewer, usually the manager who signs these letters, will watch the section cited, the step and the letters held back.

Once your reviewer agrees, the job runs on live inspections for about 30 days, in the communities you pick.

Every draft waits for a community manager to correct it, sign it and mail it, and held letters go to that manager with the reason. Hearings, fines and owner calls stay with your team and the board. No other job is added that month.