What is an HOA architectural approval letter?
An HOA approval letter is the committee’s written response to an architectural (ARC) request. It tells the owner whether the project is approved and under what conditions.
A written decision protects both sides. The owner knows exactly what was approved, and the association has a record if the finished work doesn’t match the plans.
What to include
- The request date and project description
- The decision: approved, conditional, or denied
- Any conditions, such as colors or setbacks
- The reason for a denial and the guideline cited
- Deadlines to start and finish
- How to appeal or resubmit
Template preview
Fill in the [highlighted] fieldsRe: Architectural Request for [Property address], received [date]
Dear [Owner name],
The Architectural Review Committee has reviewed your request to [describe the project, e.g., install a 6-foot cedar privacy fence along the rear property line].
- ☐ Approved as submitted
- ☐ Approved with the conditions below
- ☐ Denied for the reasons below
- [Condition, e.g., fence must be stained [color] within 60 days of installation]
- [Reason for denial and guideline cited, e.g., Guideline 5.3 limits fence height to 5 feet]
This approval applies only to the plans submitted. Work must begin by [date] and be completed by [date]. Any changes require a new request. You are responsible for obtaining required permits and following local codes.
If you disagree with this decision, you may [appeal to the Board / resubmit with changes] by [date] at [email or address].
Tips for using this template
State that approval covers only the plans submitted; changes need a new request.
Point to the specific guideline so the owner can revise and resubmit.
Approvals that expire after a set time keep projects from dragging on.
Frequently asked questions
Does HOA approval replace a building permit?
No. Owners still need any permits required by the city or county.
Can an owner appeal a denial?
Many governing documents allow an appeal to the full board. Explain the process in the letter.
How long is an ARC approval valid?
Your guidelines usually set it, often six to twelve months to start work.