How to Write a Letter Informing Someone of a Lien Filing

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Liens, or legal administrative holds, are placed on properties for a number of reasons. Banks place liens on a property for missed mortgage payments, the Internal Revenue Service places liens for unpaid taxes, and the state places liens for unpaid taxes or unpaid child support. The process of placing a lien is complicated and requires paperwork and authorizations at many levels, but an integral part of the process is writing a letter to the property owner informing him that a lien will be placed.

  • Follow your organization's template for the format of a lien letter. Most organizations have a template because a lien letter is a legal document that must be formatted in an exact manner. If you do not have a template, type the date followed by a line space. Then type the recipient's name and address on separate lines. Skip another line space.

  • Create a subject line to draw the recipient's attention to the purpose of the letter. An example of an effective subject line is "Notice of intent to place a lien."

  • Type "Dear Mr./Ms. (Last name)" followed by a colon. Skip another line space.

  • State your organization's name and your intention to place a lien on the property immediately in the first paragraph. List the address of the property.

  • Explain your authority to place the lien, such as a particular law or ordinance. Tell the recipient the purpose of a lien.

  • Explain how the lien can be satisfied. Examples of ways to satisfy a lien include paying off the debt or paying the debt and the lien fees, if applicable.

  • Explain the appeals process, in case the recipient believes that your organization placed the lien in error. Give the contact information and a list of documents he would need to start the appeals process.

  • Provide the contact information for the case worker in charge of the lien.

  • Close the letter by typing "Sincerely," and skip three line spaces. Type your name and title. Print the letter on your organization's letterhead. Sign above your typed name.

  • Forward the letter to your legal department. They will check the letter to ensure that it complies with federal, state and local laws.

References

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