A “Sample Letter To Tenant Regarding HPD Violations” helps landlords communicate with tenants about housing code violations. These violations are issued by the NYC Department of Housing Preservation and Development (HPD). Landlords often need this letter to inform tenants about violations, required repairs, and access arrangements. It’s used when a landlord receives notice of violations and needs to address them promptly.
This article simplifies the process. We will share ready-to-use templates and examples. These samples will streamline your communication.
Consider this your go-to resource for writing effective letters. Our goal is to make compliance easier. We will help you keep your properties safe and up to code.
Sample Letter To Tenant Regarding Hpd Violations
[Your Name/Apartment Management Company Name]
[Your Address]
[City, State, ZIP Code]
[Date]
[Tenant Name]
[Tenant Address]
[City, State, ZIP Code]
Subject: Important Information Regarding HPD Violations at Your Apartment
Dear [Tenant Name],
This letter is to inform you about recent violations issued by the New York City Department of Housing Preservation and Development (HPD) concerning your apartment, located at [Apartment Number] in the building at [Building Address].
Specifically, HPD found the following violations:
[List each HPD violation clearly and concisely. For example:
- Violation: Leaking faucet in the bathroom.
- Violation: Lack of adequate heating in the living room.
- Violation: Peeling paint in the bedroom.]
We understand these conditions can be disruptive, and we want to assure you that we are taking these violations seriously. We have already scheduled [Describe the actions you have taken or will take. Be specific. For example:
- A plumber to repair the leaking faucet on [Date].
- A heating specialist to inspect and repair the heating system on [Date].
- A painting crew to begin repainting the bedroom on [Date].]
We aim to resolve these issues as quickly and efficiently as possible. We will attempt to minimize any inconvenience to you during the repair process.
We may need to access your apartment to address these violations. We will provide you with at least 24 hours’ notice before entering your apartment, except in the case of an emergency.
If you have any questions or concerns, please do not hesitate to contact us at [Your Phone Number] or [Your Email Address].
We appreciate your understanding and cooperation as we work to resolve these matters.
Sincerely,
[Your Name/Apartment Management Company Name]
How to Write Sample Letter To Tenant Regarding HPD Violations
Subject Line: Concision is Key
- Keep it brief and germane. Something like “Notice: HPD Violations at [Property Address]” works splendidly.
- Avoid ambiguous language; clarity is paramount.
Salutation: Establishing Rapport (or at Least Civility)
- Begin with a formal salutation. “Dear Tenant [Tenant’s Name]” is a safe harbor.
- Refrain from overly familiar or informal greetings. Professionalism is your lodestar.
- Verify the correct spelling of the tenant’s name to obviate any initial antagonism.
Introduction: Set the Scene
- Acknowledge the HPD violations discovered at the property.
- State the purpose of your missive with pellucidity. Example: “This letter addresses the HPD violations identified on [Date of Inspection].”
- Avoid accusatory language; instead, maintain a neutral and informative tone.
Body: Delineating the Specifics
- Itemize each HPD violation, providing the violation number and a succinct description.
- Include the date the violation was issued and the deadline for remediation.
- If possible, append copies of the HPD violation notices to the letter for unimpeachable documentation.
- Specify any actions the tenant needs to undertake, if any, to facilitate the repairs.
Action Plan: Charting the Course to Rectification
- Outline the steps you, as the landlord, will take to rectify the violations.
- Provide a timeline for when the repairs are expected to commence and conclude. Be realistic; overestimate rather than underestimate.
- Indicate how you will coordinate with the tenant to schedule access for repairs and minimize disruption.
Tenant Cooperation: Soliciting Assistance
- Express your expectation for the tenant’s cooperation in allowing access for repairs.
- Remind the tenant of their obligation to maintain the premises in a sanitary and safe condition.
- Include contact information for the tenant to reach out with any questions or concerns.
Closing: Cordial Yet Firm
- End with a professional closing, such as “Sincerely” or “Respectfully.”
- Include your name, title, and contact information.
- Reiterate your commitment to resolving the violations promptly.
- Consider adding a sentence thanking the tenant for their anticipated cooperation.
Frequently Asked Questions: HPD Violation Notices to Tenants
This section addresses common questions regarding letters landlords send to tenants concerning Housing Preservation and Development (HPD) violations. Understanding your rights and responsibilities is crucial when dealing with such notices.
Why did I receive a letter about HPD violations?
You received this letter because the landlord is legally obligated to inform you of any HPD violations found in your apartment or building. This ensures transparency and allows you to be aware of any issues.
Does receiving this letter mean I caused the violation?
Not necessarily. The violation could be due to various factors, including building-wide issues or conditions outside of your control. The letter should specify the nature and location of the violation.
What should I do after receiving the letter?
Review the letter carefully and note the violation details. If the violation affects your living conditions, document the issue and promptly inform your landlord in writing. You can also contact HPD directly for more information.
Is my landlord required to fix the violation?
Yes, landlords are legally obligated to correct HPD violations within a reasonable timeframe, as determined by HPD guidelines. Failure to do so can result in further penalties.
What if my landlord doesn’t fix the violation?
If the landlord fails to address the violation, you can file a complaint with HPD. You may also have legal options, such as seeking a rent reduction or pursuing legal action, in severe cases.
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