Here is your letter, ready to print and sign. A shorter follow-up letter and a quick checklist are below it.
The Letter
Dorothy Allen 412 Birch Lane, Unit 3B Springfield, OH 45501 (937) 555-0148
[Date]
Maple Grove Homeowners Association Board of Directors c/o Summit Community Management [Recipient's mailing address]
Re: Repair Request – Loose Handrail and Cracked Step at 412 Birch Lane, Unit 3B
Dear Board Members,
My name is Dorothy Allen, and I live at 412 Birch Lane, Unit 3B. I am writing to ask for a repair to the back steps of my unit.
The handrail on my back steps came loose about three weeks ago. It now wobbles badly when I hold it. There is also a crack in the second step, and the crack seems to be getting wider.
This is a safety concern for me. I walk with a cane, and I am afraid of falling on these steps. Because of this, I have stopped using my back door. My front entrance has more steps, so it is harder for me to use.
I have reported this problem before:
- March 3: I called the management office and left a voicemail.
- March 10: I mentioned it to Gary from maintenance when he was in the courtyard. He said he would look at it.
No one has come to look at it yet.
I am asking that the handrail be repaired or replaced, and that the cracked step be checked, within two weeks of the date of this letter. Please call me the day before someone comes so I can be ready.
Thank you for your help with this. I will gladly give access to my unit for the repair. The best way to reach me is by phone at (937) 555-0148.
Sincerely,
______________________________
Dorothy Allen
Enclosures: [photos, if any]
Follow-Up Letter (if you don't hear back)
Dorothy Allen 412 Birch Lane, Unit 3B Springfield, OH 45501 (937) 555-0148
[Date]
Maple Grove Homeowners Association Board of Directors c/o Summit Community Management [Recipient's mailing address]
Re: Second Request – Loose Handrail and Cracked Step at 412 Birch Lane, Unit 3B
Dear Board Members,
I am writing to follow up on my letter dated [date of first letter]. In it, I asked for a repair to the back steps of my unit at 412 Birch Lane, Unit 3B.
The handrail on those steps is loose and wobbles badly. There is also a widening crack in the second step. I walk with a cane, so I am still not able to use my back door safely.
I have not yet heard back, and the repair has not been done. Please contact me by [new date] to let me know when the work will be scheduled. As before, I would appreciate a call the day before someone comes.
Thank you for your attention to this. You can reach me at (937) 555-0148.
Sincerely,
______________________________
Dorothy Allen
Before You Send: A Quick Checklist
- Fill in the date and the mailing address for Summit Community Management, then sign the letter.
- Make a copy of the signed letter for your records.
- If you can, take dated photos of the loose handrail and the cracked step, and include copies.
- Consider sending it in a way that shows it was received. Certified mail with a return receipt works, or you can hand it to the office and ask for a dated receipt.
- Write down any calls or visits about the repair (date, time, and who you spoke with).
- Check your HOA rules or community documents for any instructions on how repair requests should be sent.
- If the steps become unsafe in a way that can't wait, call the management office's emergency maintenance number first. Then follow up in writing.
Notes on This Letter
- Recipient address: No mailing address was given, so I used "[Recipient's mailing address]" as a placeholder.
- Deadline: I used your requested deadline of two weeks, written as "within two weeks of the date of this letter." Because this is a fall risk, you could change it to "as soon as possible" if you prefer.
- "I live at": I didn't know whether you own the unit or rent it, so I used "I live at" instead of "owner" or "resident." You can change this if you like.
- Dates: No year was given for March 3 and March 10, so I left the dates as written.
- "About three weeks ago": If you send the letter much later, you may want to update this, or use the approximate date the handrail came loose.
- Follow-up letter: I added a "[new date]" placeholder so you can choose a reply deadline, such as one week from sending.
This letter is a general template and is not legal advice. Renter and HOA rules vary by state and by your lease or community documents. If the problem is serious or isn't being fixed, consider talking with a local tenant-rights group, legal aid office, or attorney.
Made by a Donkley AI worker. AI can make mistakes; please review before you rely on it.