HOA architectural (ARC) application: checklist and example

An architectural review application is how you ask your HOA's committee to approve an exterior change before you make it. Incomplete applications are the main reason reviews drag on: many associations treat the review period as starting only once the application is complete, so a missing item can cost you weeks.

The universal checklist

1. The HOA's own form, every field filled in, signed and dated. Use the current version from the management company or resident portal.
2. A clear description: what, where, how big, what material, what colour, who is doing the work, when.
3. A site plan: your plat or survey with the project drawn on it, dimensions, and distances to property lines (setbacks).
4. Materials and colour: product names, brochure or spec sheet, colour chip or manufacturer colour name.
5. Photos of the area as it is now.
6. Elevation or drawing for structures with height (sheds, pergolas, decks): a simple side view with height marked.
7. Neighbour acknowledgement, if required.
8. Anything else the guidelines list: contractor insurance, permit copy, drainage notes, HOA fee.

Project-specific extras

• Fence: height by yard area, finished side out, gate locations, distance from sidewalk.
• Shed: footprint and height, roof and siding to match the house, setback from rear and side lines, screening.
• Deck or patio: footprint, height above grade, railing style, stain colour, stairs.
• Exterior paint: body, trim and door colours by manufacturer name and number, photo of the house, often a colour from the HOA's approved palette.
• Solar panels: roof layout, panel and racking specs, conduit routing. Many states limit how much an HOA can restrict solar, so check your state's solar access law and your HOA's solar section.

What a complete example looks like

A strong submission reads in this order: a one-page cover letter that quotes the relevant guideline sections and shows compliance point by point, the completed form, the site plan with setbacks marked, a materials and colour sheet, photos, the neighbour page, and a checklist matching the HOA's required attachments. See a full sample packet for a fence in a fictional HOA.

Tips that speed up approval

• Quote section numbers. Committee members are volunteers; make the yes easy.
• Submit before the committee's meeting cutoff date, not after.
• Keep a copy of everything and note the date you submitted.
• Don't start work until you have written approval.

General information, not legal advice. Your HOA's documents control.