HOA architectural request form: what to include

Most HOAs use an architectural request form, also called an architectural review application, ARC form or modification request. The names vary, but the sections are almost always the same. Here's what each one asks for.

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Sections on a typical form

Owner and property: name, address, lot number, phone and email.
Project type: fence, paint, deck, solar, landscaping and so on.
Description: what you're building or changing, in a few sentences.
Dimensions and location: size, height and distances to property lines, usually on a site plan.
Materials and colors: brand, product and color name for every visible surface.
Contractor: name, license and insurance, or a note that you're doing the work yourself.
Timeline: planned start and completion dates.
Neighbor acknowledgment: signatures from adjoining owners, if required.
Attachments: site plan, drawings, photos, product sheets and swatches.
Signature: your agreement to build what's approved.

Sample filled-in form

Owner: Jordan Lee, 418 Larkspur Lane, Lot 42
Project type: Fence
Description: Install a cedar privacy fence along the rear and side property lines, with one 4-foot gate.
Dimensions: 6 ft high, 182 linear ft, 6 in inside the property line (see site plan)
Materials and colors: Western red cedar dog-ear pickets, natural finish, finished side facing out
Contractor: [Contractor name], license [number], insured
Timeline: Start [date], about 3 days
Neighbor acknowledgment: Lots 41 and 43, signed and attached
Attachments: Site plan, product sheet, photo of fence style, contractor insurance

Why requests get sent back

No site plan or measurements
Colors described as "gray" instead of a brand and color name
No contractor or timeline
Missing neighbor signatures when the HOA requires them
Work started before approval

How long review takes

Many CC&Rs give the architectural committee 30 to 45 days to respond, and some treat no response as approval. Your governing documents say which.

Common questions

What is an architectural review committee?

The ARC, sometimes called the design review committee, is the group your HOA appoints to approve exterior changes against the community's guidelines.

Where do I get my HOA's form?

From your HOA's website or resident portal, or the management company. If there isn't one, a clear letter with the same details usually works.

Can I submit the form by email?

Many HOAs accept email or portal uploads. Your guidelines or management company will say how, and where to send it.

Get your form filled in 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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