Letter to the Condo Board or HOA to Repair Leak Damage

When to Write to the Board

A phone call to the manager is fine in an emergency. But a repair request that only exists as a phone call is easy to lose, deny or forget. Put it in writing when:

• The leak may come from a common element, such as a shared riser, drain stack, the roof, an exterior wall or a window the association maintains.
• The association has said “that’s an owner issue” and you think the pipe or part that failed is not yours.
• Repairs are stalled and wet drywall or insulation is sitting open.
• Someone may bill you for the repair or the master policy deductible.

Who has to repair what depends on your declaration: how it defines your unit boundaries, which parts it calls common elements, and what it says about damage that starts in one place and spreads. Our plumbing leaks guide shows where that line usually falls for pipes.

What to Include

• The facts, with dates: when you noticed the leak, where it is, and what you have done so far.
• Why you think it is the association’s part, in one sentence, for example “the plumber found the leak in the drain stack that serves the units above and below me.”
• Attachments: dated photos and video, and any plumber’s or contractor’s written finding.
• Clear requests: repair the source, repair the damage the association is responsible for, and say in writing which section of the declaration, bylaws or rules it relies on.
• The insurance question: whether the association will claim on the master policy, the deductible, and who it will be assigned to.
• An offer of access to your unit for inspection and repair.
• A reply-by date. Ten to fourteen days is a reasonable ask for a written answer, sooner if water is still coming in.

Sample Letter Asking the HOA to Repair Leak Damage

This is a short sample. Fill in the parts in brackets and delete what does not apply.

Subject: Leak repair request, Unit [your unit]

[Date]

To the Board of Directors and Manager, [association name]

Dear Board and Manager,

On [date] I found water [coming through my ceiling / in my wall] in the [room] of Unit [your unit]. [Plumber or company] inspected on [date] and found [what failed]. I believe this is a common element the association maintains. Photos and the report are attached.

Please:

1. Repair the source, and the resulting damage the association is responsible for.
2. Tell me which section of our governing documents you rely on for who repairs and pays.
3. Tell me whether you will claim on the master policy, and how the deductible will be allocated.

I can give access to my unit at reasonable times. Please reply in writing by [date].

Sincerely,

[Your name], Unit [your unit], [phone or email]

The letter pack version is longer and filled in for you from the who-pays tool: what is damaged, where it started, the apparent cause and what you have spent so far. It also asks for any written finding the association or its contractor has made, and ends with a general-information note for your state.

Common Mistakes

• Only calling. Phone calls leave no record of what you asked or when.
• Demanding payment before anyone knows what failed. Ask for the finding and the document section first. The money question follows from those.
• Hiring your own contractor to work on a common element without written approval. Many rules require approval for work outside your unit, and the association may refuse to pay for it.
• Letting wet materials sit while you argue. Most declarations and policies expect owners to take reasonable steps to prevent further damage. Ask the association to authorize drying right away, or dry it yourself and keep receipts.
• Forgetting your own insurer. Your HO-6 may cover your finishes and belongings now, whatever the board decides. See does HO-6 insurance cover water damage from the unit above.

If the Board Says No or Does Not Reply

If they do not reply by your date, send a short follow-up that refers to your first letter by date and asks again for a written answer. Copy the full board.

If they say it is your responsibility, ask for the exact section they rely on, then read it yourself. Check your declaration’s definitions of the unit and the common elements, and any amendments. If the section does not say what they claim, reply with the wording.

If you still disagree, check your bylaws and rules for a way to ask for a hearing or review of a board decision, and any time limit. Some states also have an agency or process for condo disputes; see your state’s page in our state condo law guides. For a large amount, talk to an attorney who handles community association law.

If water is still coming in, say so in the subject line and call the emergency line. Most declarations give the association a right to enter units for emergencies and to repair common elements.

Get the Full Letter for Your Leak

Use the free tool at the top of this page to see who usually pays for your repair and which documents decide it. The letter pack then fills in four documents with your answers: this letter to the board or manager, a letter to the other owner, an evidence and cost log, and a deadline checklist. You can also open the who pays tool on its own page.

Frequently Asked Questions

How do I write a letter to my HOA asking them to repair leak damage?

Address it to the board and the manager. Give the date you found the leak, where it is, and what failed if you know. Say why you think it is a common element, and attach photos and any plumber's report. Ask them to repair the source and the damage they are responsible for, name the document section they rely on, explain how the master policy and deductible will work, and reply in writing by a date.

Does the HOA have to repair damage from a leak?

It depends on what failed and what your declaration says. The association usually repairs common elements, such as shared risers, drain stacks, the roof and exterior walls. Whether it also repairs damage inside your unit depends on your unit boundaries, the master policy type and any section on damage that spreads from a common element.

How long should I give the HOA to respond to a repair request?

Ten to fourteen days is a reasonable request for a written answer, and sooner if water is still coming in. Check your bylaws and rules too. Some set their own time limits for repair requests or for asking for a review of a board decision.

What if the HOA says the leak is my responsibility?

Ask for the exact section of the declaration, bylaws or rules they rely on, then read it and any amendments yourself. Compare it with what failed and where. If you still disagree, use the review or hearing process in your bylaws or rules, and consider talking to a community association attorney for a large amount.

Should I hire my own plumber before writing to the HOA?

For an active leak, stop the water first and call the association's emergency line. A plumber's written finding of what failed makes your letter much stronger. But get written approval before anyone works on a common element, since many rules require it and the association may refuse to pay for work it did not approve.

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Important Disclaimer: This sample letter and article are general educational information, not legal or insurance advice. Every condominium is governed by its own declaration, bylaws, rules and state law. Check your own governing documents and insurance policy, and talk to your association’s manager, your insurance agent or a qualified community association attorney before you rely on any letter.

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