When TABC sends you a violation notice, the clock starts immediately. You have a limited window to respond through the agency’s online system, and how you respond affects everything that follows: the penalties you face, your negotiating position, and whether you preserve your right to contest the allegations. This guide walks you through the response process step by step, from logging into AIMS to completing your chosen response option.
Understanding the Administrative Notice
TABC sends violation notices electronically through the Alcohol Industry Management System (AIMS). The notice goes to the email address designated as “Primary” in your business’s AIMS account. If you have not kept this email current, you may not receive notices promptly, but TABC considers notice delivered when sent to the registered address.
The administrative notice tells you several critical pieces of information:
What violation TABC alleges you committed.
The statutory or rule basis for the violation.
What actions you must take to respond.
The deadline for completing those actions.
Any settlement offer TABC is extending.
Read the entire notice carefully. The specific deadline stated in your notice controls your response window. Do not assume you know the deadline based on general information; check your actual notice.
The Response Options
When you receive a TABC violation notice, you generally have three response paths:
Accept the settlement offer. If TABC proposed a settlement (specific penalty terms), you can agree to those terms, sign the settlement agreement, and pay any required amounts. This resolves the matter on the stated terms.
Reject the settlement and request a hearing. If you want to contest the violation or believe the proposed penalty is excessive, you can reject settlement and request an administrative hearing before the State Office of Administrative Hearings (SOAH).
Assert applicable defenses. For certain violations, specific defenses must be asserted within shortened timeframes. The safe harbor defense for sales to minors or intoxicated persons must be asserted within 10 days under TABC Rule § 34.20(a).
Doing nothing is also a choice, but it is almost always the worst choice. Failing to respond by the deadline results in your case proceeding without your input, typically ending in a default judgment with maximum penalties.
Step-by-Step AIMS Response Process
Step 1: Access AIMS
Navigate to the TABC website and log into the Alcohol Industry Management System using your credentials. If you have not onboarded to AIMS or have forgotten your login information, you will need to resolve that before you can respond.
If you are locked out of your account or cannot access AIMS, contact TABC immediately to explain the situation. Document your attempts to access the system in case access issues become relevant to deadline questions.
Step 2: Locate Your Violation Notice
Once logged in, navigate to the section where violation notices and required actions appear. AIMS displays pending items that require your attention. Locate the specific violation notice you need to address.
Review all details in the system, including the violation description, proposed penalties, and available response options. The information in AIMS should match what you received by email, but verify consistency.
Step 3: Evaluate Your Options
Before clicking anything, think through your strategic options:
If you plan to accept the settlement: Review the terms carefully. Understand exactly what you are agreeing to, including any suspension days, civil penalties, and how this violation will affect your record going forward.
If you plan to contest: Consider the strength of TABC’s evidence, your potential defenses, and whether contesting is worth the additional time and potential attorney costs. Remember that contesting does not guarantee a better outcome.
If safe harbor or other defenses apply: Make sure you understand the specific requirements and deadlines for asserting those defenses. The 10-day window for safe harbor is strict.
Step 4: Complete Your Chosen Response
Accepting Settlement
If you choose to accept TABC’s settlement offer:
Select the option to accept the settlement terms.
Review the settlement agreement document carefully.
Sign the agreement electronically as required.
Pay any civil penalty amount if required for settlement.
Save or print confirmation of your acceptance.
Once you accept a settlement, it is generally final. Make sure you understand and agree to all terms before completing this step.
Requesting a Hearing
If you choose to reject settlement and request a hearing:
Select the option to reject the settlement offer.
Indicate that you are requesting an administrative hearing.
Complete any required forms or information.
Note any deadlines for submitting additional materials.
Save or print confirmation of your hearing request.
Requesting a hearing preserves your right to contest the violation before a SOAH Administrative Law Judge. The hearing process involves evidence presentation, witness testimony, and legal arguments. Many businesses hire attorneys to represent them at SOAH hearings.
Asserting Defenses
If you are asserting the safe harbor defense or other specific defenses:
Locate the option to assert defenses within AIMS.
Complete the required assertion within the 10-day deadline (for safe harbor).
Provide any supporting information requested.
Document your assertion with screenshots or confirmation.
Follow up on any additional requirements for the defense.
The defense assertion is a critical step. Missing the deadline may waive the defense entirely, even if you had valid grounds.
Step 5: Confirm Completion
After completing your response, verify that AIMS shows your response as submitted. Look for:
Confirmation messages or emails.
Status changes in your AIMS account.
Any follow-up action items or deadlines.
Save all confirmation documentation. If questions arise later about whether you responded timely, this documentation protects you.
What Happens After You Respond
Your response determines the next steps in your case.
If You Accepted Settlement
The matter is resolved on the settlement terms. Any suspension will be scheduled, any civil penalty payment will be processed, and the violation will be recorded in your history. You can typically coordinate suspension timing with TABC to minimize business disruption.
If You Requested a Hearing
Your case will be set for an administrative hearing at SOAH. You will receive notice of the hearing date, time, and location. Between now and the hearing, you should:
Gather all relevant evidence and documentation.
Identify potential witnesses.
Decide whether to hire an attorney.
Prepare your arguments and presentation.
The hearing is your opportunity to present your side. The ALJ will consider evidence from both you and TABC before making a decision.
If You Asserted Defenses
TABC will evaluate your defense assertion. If TABC accepts the defense, the case may be dismissed or reduced. If TABC disputes the defense, the matter will proceed to hearing where you can present evidence supporting your defense claim.
Common Mistakes to Avoid
Missing the deadline. The most damaging mistake is failing to respond in time. Mark the deadline prominently and complete your response well before it arrives.
Responding to the wrong address. Your response must be completed through AIMS. Sending emails, letters, or making phone calls does not constitute a formal response.
Accepting settlement without understanding terms. Once accepted, settlements are generally final. Make sure you understand what you are agreeing to.
Missing the 10-day safe harbor deadline. If the safe harbor defense applies, you must assert it within 10 days of receiving the violation notice. Waiting until your hearing to raise this defense may be too late.
Assuming the citation will go away. TABC violation notices do not expire or disappear. Ignoring them leads to default judgment with maximum penalties.
Posting about the case on social media. Statements you make publicly can become evidence. Avoid discussing pending cases online.
When to Hire an Attorney
Not every TABC violation requires an attorney, but some situations strongly warrant professional help:
Serious violations. Sale to minor, sale to intoxicated person, or violations that could result in license cancellation.
Repeat violations. If this is your second or third offense in a category, penalties escalate significantly.
License at risk. When cancellation is a possible outcome, professional representation is typically worthwhile.
Complex defenses. If you plan to contest the violation and present a defense at hearing, an attorney familiar with SOAH procedures adds significant value.
Criminal charges accompanying administrative action. If you or your employees face criminal charges related to the same incident, coordinating defense strategy matters.
For minor first-time violations with modest settlement offers, many businesses handle the response themselves. The decision depends on what is at stake and your comfort level with the process.
Checking Your AIMS Account Information
The violation notice process highlights the importance of keeping your AIMS account current. TABC sends notices to the email address on file. If that address is outdated, you may not learn about violations until deadlines have passed.
Regularly verify that your AIMS account shows:
Current primary email address that you check regularly.
Accurate business address and contact information.
Correct responsible party information.
Up-to-date license and permit details.
Taking a few minutes to verify this information can prevent serious problems later.
This article provides general information about responding to TABC violation notices and is not legal advice. Every situation involves unique facts that affect legal rights and options. Review your specific violation notice for applicable deadlines and requirements, and consider consulting with a qualified Texas attorney who handles TABC administrative matters for significant violations or complex situations.