Possible violation report

Possible violation report: [Property name]

Prepared for [Land trust name]. Easement file number [Easement file number]. Landowner: [Landowner name]. Observed by [Name of person who observed it] on [Date observed]. Staff lead: [Staff lead name].

This report records facts only. It is not a finding that a violation happened. Keep the tone neutral, because the landowner, a court or the public may read it later.

What was observed

• New or changed structure
• New road, trail, driveway or parking area
• Clearing, cutting or timber harvest
• Digging, fill, dumping or mining
• Change in land use
• Damage to water features, wetlands or stream banks
• Activity by a neighbor or trespasser
• Other

Describe what you saw, where it is on the property, how large it is and how you viewed it. Say whether you saw the activity happen or only its result.

Easement terms that may apply

List the easement section numbers that may apply and compare the site with the baseline documentation report and the last monitoring report. Do not decide the legal question here.

Photos and evidence

First contact with the landowner

Record the date, who made contact, how (in person, phone or letter) and what each side said. Many issues are honest mistakes and end with a friendly talk. Do not threaten legal action in a first contact.

Next steps

• Told the executive director
• Sent the matter to counsel for review
• Told the board or its stewardship committee
• Checked whether the insurance policy or a defense fund requires notice
• Scheduled a follow-up visit
• Agreed on a fix with the landowner, in writing
• Logged every step in the stewardship and enforcement record log

Resolution

When the matter is closed, note the date, how it was resolved, and whether the property was restored. Keep this report in the permanent property file.