HOA approval request letter template

An approval request letter goes with your HOA's architectural form. It explains the project in plain language, points to the rules it meets and lists what's attached. Use the sample below, or let Approveway write one from your own CC&Rs.

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What to include

Your name, address and lot number
A one-line summary of the project
Size, materials, colors and location
The CC&R or guideline sections the project meets
Contractor and timeline
A list of attachments
Your phone, email and signature

Sample HOA approval request letter

[Your name] [Street address], Lot [number] [City, State ZIP] [Date] Architectural Review Committee [HOA name] [HOA or management company address] Re: Architectural request for a backyard privacy fence Dear Committee Members, I'm requesting approval to install a 6-foot cedar privacy fence along the rear and side property lines of my home at [street address]. The enclosed request form, site plan and product sheet show the details. The fence meets the community guidelines: - Height: 6 feet in the rear yard, within the limit in Section 3.1. - Material: natural cedar, an approved material under Section 3.3. - Placement: 6 inches inside the property line, finished side facing out, as Section 3.4 requires. The work will be done by [contractor name], licensed and insured, starting [date] and taking about three days. I've let the neighbors who share the fence line know. Attached: 1. Architectural request form 2. Site plan with measurements 3. Fence product sheet and photo 4. Contractor license and insurance Please contact me at [phone] or [email] with any questions. Thank you for your time. Sincerely, [Your name]

Tips for a faster approval

Use their words: if your guidelines say "privacy fence," say that too.
Cite sections: committees approve faster when they don't have to look rules up.
Answer the obvious questions: height, color and distance to the property line.
Attach everything the form lists: an incomplete request may not start the review clock.
Keep it to one page.

Common questions

Is a request letter required?

Not always. Many HOAs only require their form, but a cover letter makes the request easier to review and approve.

What does an HOA approval letter look like?

It's the committee's written decision: approved, approved with conditions, or denied, usually with conditions or reasons listed. Keep it with your home records.

What if my request is denied?

Read the reasons, fix what you can and resubmit. Most CC&Rs also describe how to appeal to the board.

Get a letter written from your CC&Rs

Upload your HOA's rules and describe the project. Approveway checks every rule, drafts the request form and cover letter, draws your plan and side view, and builds the packet you submit.

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