Describe the letter in your own words
A few lines are enough. The office replies within a working day, usually with a time to talk.
If you have them
What helps at a first call
The letter
The newest one, and any earlier ones you still have.
The documents
Your declaration, bylaws and rules, or what you can find of them.
Photos and messages
Pictures of the property and emails with the board or manager.
The dates
Anything with a deadline: a hearing, a payment, an appeal.