HOA fence request letter: template, example and what to attach

Most HOAs require architectural committee (ARC or ARB) approval before you install or replace a fence. The form is usually short. What gets a request approved quickly is the letter and attachments around it: they show the committee, in its own language, that your fence meets the rules.

Before you write: find the three rules that matter

Open your HOA's design guidelines (sometimes called architectural standards, or the architectural section of the CC&Rs) and find:

• Height limits, often different for front, side and rear yards (for example 4 ft in front of the house line, 6 ft behind it).
• Location and setbacks: how far from the sidewalk, street or rear property line the fence has to sit, and whether it may extend past the front corner of the house.
• Materials, style and colour: approved materials (wood, vinyl, aluminium, wrought iron), whether the finished side has to face out, and approved stain or paint colours.

Write down the section number of each rule. Quoting the section is the single most useful thing you can do in the letter.

The letter (copy and fill in)

[Date]

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

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

Dear Committee members,

I am requesting approval to install a [height] ft [material and style, e.g. cedar board-on-board privacy] fence at the property above. The enclosed site plan shows the location.

How the fence meets the guidelines:
- Height: [6] ft in the rear and side yards, as allowed by Section [x.x]
  ("[quote the sentence]").
- Location: the fence begins [10] ft behind the front corner of the house and sits
  [2] ft inside the rear property line, as required by Section [x.x].
- Materials and colour: [material], finished side facing outward, stained
  [colour/product], consistent with Section [x.x].
- Gates: [one 4 ft gate on the left side yard].

Enclosed: completed request form, site plan with dimensions and setbacks, product
photo and colour sample, neighbour acknowledgement (if required).

The work will be done by [contractor / myself], starting about [date] and taking
about [days]. I will call 811 to mark utilities before digging.

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

Sincerely,
[Name]

Attachments committees ask for

• Site plan: a copy of your plat or survey with the fence line drawn on, dimensions, gate locations and distance to property lines. This is the attachment most often missing.
• Product photo or brochure showing the style and height.
• Colour sample or the stain or paint product name.
• Neighbour acknowledgement, if your HOA requires adjacent owners to sign.
• Contractor details, if asked (some HOAs want proof of insurance).

Common reasons fence requests come back

• No setback shown from the sidewalk or rear lot line.
• Fence extends past the front corner of the house where guidelines don't allow it.
• Height over the limit for that part of the yard.
• Finished side facing in.
• Material or colour not on the approved list, or no colour given at all.

If yours was returned, see what to do when an architectural request is denied.

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