HOA deck approval request: letter template, drawings and checklist

A new deck, a deck extension or a patio cover is an exterior change, so nearly every HOA wants architectural committee (ARC or ARB) approval before you build. Committees approve decks fast when the request shows size, height, setbacks and materials against their written rules, with a drawing. They table them when the drawing is missing.

The rules to look up first

In your design guidelines or the architectural section of your CC&Rs, note the section number for each of these:

• Location and setbacks: usually rear yard only, a minimum distance from rear and side lot lines, and outside drainage or utility easements.
• Size and height: some HOAs cap deck area or height above grade, and treat second-story decks separately.
• Materials and colour: approved stains or composite colours, railing style, and whether pressure-treated wood must be stained.
• Skirting and lighting: lattice or skirting below elevated decks, and limits on exterior lights.
• Permit: most cities and counties require a building permit for decks above a height or size threshold.

The request letter (copy and fill in)

[Date]

To: Architectural Review Committee, [HOA name]
c/o [management company, if any]

Re: Architectural request for a rear deck at [property address], Lot [number]

Dear Committee members,

I am requesting approval to build a [14 x 16] ft deck off the rear of the house at
the property above. The enclosed site plan and drawing show its location and size.

How the deck meets the guidelines:
- Location: rear yard, [10] ft from the rear lot line and [8] ft from the side lot
  line, outside the [drainage] easement, per Section [x.x].
- Size and height: [224] sq ft, [30] inches above grade at the highest point.
- Materials: [composite decking in (colour) / pressure-treated pine stained (colour)],
  [black aluminium / matching] railings, per Section [x.x].
- Skirting: [lattice in (colour)] below the deck. [No new exterior lighting.]
- Permit: a building permit will be pulled from [city/county] before work starts.

Enclosed: completed request form, site plan with dimensions and setbacks, deck
drawing (plan and side view), material and colour samples.

Construction by [contractor name, licence number / myself], starting about [date].
I will call 811 before digging footings.

Thank you for your time. I can be reached at [phone / email].

Sincerely,
[Name]

Attachments committees ask for

• Site plan: your plat or survey with the deck drawn to scale and the distance to each lot line and easement. This is the attachment most often missing.
• Deck drawing: a plan view with dimensions and a side view showing height above grade, stairs and railings.
• Material and colour samples: product names for decking, railing and stain.
• Photos of the back of the house where the deck will go.
• Contractor licence and insurance, if a contractor builds it.

Common reasons deck requests come back

• No setbacks shown, or the deck crosses an easement.
• No side view, so the committee can't judge height or privacy.
• Stain or composite colour not named.
• Elevated deck with no skirting plan.

Make the letter in a minute with the free HOA request letter generator (decks are one of the options). Related: ARC application checklist · HOA shed approval request · HOA solar panel approval request

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