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I'm not normally one for grand statements in reps or, in this case, follow-up correspondence, but short of banging their heads together what can one do to resolve these issues at the earliest stage?
They can be very dilatory in serving the Notice to Owner. In law they have up to 6 months to serve it from date of alleged contravention. Anything over 3 months, though, is usually regarded as unfair, so grounds for an appeal.