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Writing Tips > How to Write a Letter to Your Condo Board

How to Write a Letter to Your Condo Board

Requesting a repair or replacement in your condominum requires writing a letter to the Condo Board. Here’s the request letter I wrote to the board, plus photos of the problem and the board members’ decision. You can use this as a template to write a request letter to the board of your condominium.

I wrote the letter below after realizing that my front door doesn’t close properly. The gap between the frame and the door is a quarter inch wide; all winter I had to insert a plastic wedge to ensure the wind doesn’t blow in. 

It took me a few months to realize that it’s not my responsibility to fix the door or to buy a door sweep. This is why I pay monthly condo fees! According to my condominium bylaws, it’s the condo’s job to fix it. 

While this was a relief, it was also a headache. I had no idea how to write a letter to the board requesting maintenance or replacement of a new front door, and I couldn’t find a sample letter or email online. I knew writing a formal request to the board of my condominum wasn’t like writing a goodbye letter or a cover letter for a job, but I decided to give it my best shot.

I wrote a successful request letter! The president of the condo board and a condo board member came over to inspect my door the next day. We discovered that the door is too small for the door frame. They agreed that either I’d need a new door or the frame needs to be modified to fit the existing door.

Below is the letter I wrote to the board of the condominium. Feel free to use it as a template to request something of your own condo board. 

When Should You Write a Letter to Condo Board Members?

Any request, complaint or plan of action that involves public property in your condominium requires a letter to the board.

If you live in a condominium, you pay condo fees. Your bylaws—which you should have a copy of—explain what the condo fees pay for. In my condominium, my monthly fee pays for everything external. I don’t have to shovel snow, cut grass, paint the deck or replace faulty windows. Lucky for me, this includes fixing the front and back doors so they close and seal properly.

Before you write a letter to the board, make sure your condo bylaws cover the maintenance or replacement you want. If you can’t quote specific bylaws, then the board will likely deny your request. It’s also important to take pictures of the problem, so the board members can see what you’re dealing with.

8 Steps to Writing a Condominum Board Request Letter:

  1. Read the Condominium Bylaws to ensure your request is legitimate and can be backed by at least one specific bylaw.
  2. Make note of the specific bylaw(s) that support your claim and request.
  3. Take photos of the item you want maintained or replaced.
  4. Label each photo with a number, brief description, and your name.
  5. Write a clear, concise, professional letter that includes the sections and subsections of each supporting bylaw. Refer to each photo by name and number.
  6. Clearly describe the action you would like the board to take.
  7. End your letter with an invitation to the board members to explore the matter further, perhaps with an in-person visit or a professional opinion.
  8. Make two copies of the letter: one for you and one for the condo board.

As I was writing the letter below, I wondered if I should include an estimate for a new door and/or estimates of how much it would cost to fix the existing door. Ultimately I decided not to. I figured the board would want to do their own research. Plus, I knew time was of the essence! The next monthly meeting was less than a week away and I wanted the board members to consider my request then.

If you need to involve your bank, read How to Write an Appeal Letter to Your Bank.

7 Steps to Writing a Letter to the Condo Board:

[Owner’s Name, Address, Phone Number, and Email]

Date

[Name of Condominium Association]

To the Condo Board of [My Condo Address],

Thank you for considering this request for maintenance or replacement of the exterior front door of Laurie Pawlik’s condominium.

As you can see from the attached “Photo 1 – Open Gap in Front Door”, there is a 1/4 inch gap between the front door and the frame when the door is closed and locked. To prevent wind and snow from blowing in, I have to insert a plastic wedge in the gap so that the door seals properly (as displayed in attached “Photo 2 – Sealed Gap With Wedge in Front Door”).

How to Write a Letter to a Condo Board
Photo 1: Letter to Condo Board – Front Door

Further, there is a 1/3 inch gap between the bottom of the door and the bottom frame when the door is closed and locked.

Sample Letter to the Board of a Condominium
Letter to Condo Board Front Door – Photo 2

I bought two different types of door sweeps from Canadian Tire in January to close the gap, but neither sweep fit the door. I returned those items to Canadian Tire. As you can see from the third photo, I resorted to duct-taping cardboard to the bottom of the door in order to keep the wind from blowing into the entryway (see attached “Photo 3 – Bottom Gap of Front Door”).

How to Write a Letter to a Condo Board: 8 Steps and a Sample
Letter to Condo Board Front Door – Photo 3

Also, I can’t insert the key or lock/unlock  the door properly from the outside, unless the door is manipulated (both pulled in and pushed out gently) so it’s in the exact proper position.

Pursuant to Section 2(c) and Section 8i(1) of the Condominium Bylaws, I request that the Board replace the front door of Unit with a new door of the Board’s choosing that meets the Condominium’s external standards.

Please contact me if you have any questions. If you need to inspect the door, I welcome an in-person visit.

Sincerely,

Laurie Pawlik

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Two members of the condo board (one was the president of the board) came to my place the next day to see the door. One member repositioned the lock of my front door, which helped it lock smoother. However, the gap remained.

It wasn’t until we measured the door frame and the door that we realized the door was an inch too small! Since our condominiums are over 25 years old, we have no way of knowing how or why that happened. 

The condo board met and made a decision

Evidently the condo discussed my written request letter for quite some time. The decision was to send a home repair technician who specializes in door repair and maintenance to recommend the best solution—which probably won’t be a new door for my condo. 

It might be interesting to see what he says, but I suspect he’ll just reframe the door so the gap is sealed. That’s fine with me; I just want a door that closes tightly and doesn’t let extra air in or out.

If you’ve written or are writing a letter to your condo board, feel free to share your experiences below.

Do you want to write a magazine article about your condo experience? Read Example of a Successful Query Letter to Reader’s Digest.

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