Elements of Effective Written Communication in Condominium Management
Why Quality Written Communication Matters
Condominium managers handle legal and financial documents, correspondence with owners and boards, and formal notices that must be clear, legally accurate, and professional. Poor communication can result in misunderstandings, disputes, or non-compliance with the Condominium Property Regulation.
Key Elements of Effective Written Communication
Clarity: The message should be concise, free of jargon, and easy to understand.
Transparency: The communication should clearly state the purpose and provide necessary details.
Accuracy: Ensure all information is factually correct, legally compliant, and properly referenced.
Professionalism: Maintain a formal tone, proper structure, and correct grammar in all correspondence.
Example:
An unclear notice regarding a special assessment increase may lead to owner disputes. A well-written notice should:
Clearly state why the increase is necessary.
Provide specific cost details and the legal basis for the assessment.
Outline payment deadlines and consequences of non-payment.
Legislative Reference: The Condominium Property Regulation mandates that condominium corporations provide owners with accurate financial disclosures and notices of fee increases.
Legal Compliance in Written Communications
The Role of Compliance in Communication
Many written communications in condominium management must meet legal requirements, especially when informing owners about:
Bylaw enforcement actions
Fee increases and special assessments
Board decisions and meeting minutes
Service agreement changes
Key Compliance Requirements for Written Notices
Fee Increase Notices:
Must include the new fee amount, the effective date, and the legal justification for the increase.
Should reference the Condominium Property Regulation or the Condominium Property Act or the condominium corporation's bylaws.
Bylaw Violation Notices:
Must include a clear description of the violation, the specific bylaw breached, and the next steps.
Should be issued in writing with proper documentation.
Board Meeting Minutes:
Must accurately record decisions made and resolutions passed.
Should be accessible to unit owners upon request.
Example:
If a condominium board increases condo fees without proper written notice, owners may challenge the decision. A properly drafted notice should state:
"Effective [Date], condominium fees will increase to [$Amount] per unit per month. This adjustment aligns with Section X of the Condominium Corporation Bylaws, which requires financial contributions to cover common expenses and reserve fund contributions."
Legislative Reference: The Condominium Property Regulation requires condominium corporations to provide timely and legally compliant financial disclosures.
Professional Tone & Structure in Email and Letter Writing
Why Professionalism Matters
Condominium managers must communicate in a way that is respectful, professional, and legally sound to avoid escalation of disputes.
Best Practices for Professional Communication
Use clear subject lines (e.g., "Notice of Condo Fee Increase – Effective [Date]").
Avoid emotional or confrontational language, even in disputes.
Structure messages properly:
Opening: State the purpose of the message.
Body: Provide clear, factual details.
Closing: Include action steps, deadlines, and contact information.
Example of Poor Communication:
"To all owners, your condo fees are going up next month. You have no choice but to pay the new amount, so make sure you do. If you don’t, there will be consequences."
Example of Professional Communication:
"Dear Unit Owners,We are writing to inform you that effective [Date], condominium fees will increase to [$Amount] per unit per month. This adjustment ensures sufficient funds for maintenance, reserve contributions, and ongoing building operations. This change aligns with the Condominium Property Regulation, which requires the corporation to maintain financial stability. If you have any questions, please contact [Manager Name] at [Email/Phone].Sincerely,[Your Name]Condominium Manager"
Communication Review
Scenario:
A condominium manager issues a fee increase notice that is vague and lacks legal references.
Your Task:
Identify the weaknesses in the original notice.
Rewrite the notice using best practices for clarity, transparency, and legal compliance.
Ensure the revised notice meets the Condominium Property Regulation requirements.
Example of a Revised Notice:
Subject: Notice of Condo Fee Increase – Effective [Date]
Dear Unit Owners,
As part of our commitment to maintaining the financial health of our condominium corporation, the board has approved an increase in condominium fees. Effective [Date], fees will increase to [$Amount] per unit per month.
This adjustment aligns with Section X of the Condominium Corporation Bylaws, which requires the corporation to allocate funds for reserve contributions and operational expenses.
If you have any questions, please contact [Manager Name] at [Email/Phone].
Sincerely,
[Your Name]
Condominium Manager
