HOA Architectural Review Request Form — covers all 12 project types with materials detail, contractor info, 10-item attachments checklist, homeowner acknowledgment, and ARC decision block.
Every HOA has different architectural standards — what's approved in one community may be denied in another. But most review applications require the same core information: who is submitting, what they plan to build, what it will look like, who will do the work, and what documentation supports the request. This form captures all of it. Customize the project type list and attachment requirements for your community — the structure stays the same.
Form previewWhat's included in the download
Before you submitIs your application ready?
Project typesAll 12 categories on one form
The form covers every common exterior modification. Check all that apply — some projects span multiple categories (e.g., a new deck with a pergola and exterior lighting).
Replacement windows, entry doors, screen doors, storm doors, sliding glass doors
Body color, trim color, accent color — must match or be approved against community palette
Full replacement, partial repair, material upgrades, skylights, rooftop equipment
Rooftop solar, ground-mounted arrays, solar water heaters — placement and visibility matter
Hardscape, irrigation, plant additions, garden beds, artificial turf, gravel replacement
Removal of mature trees, trimming affecting neighboring sight lines, stump grinding
New deck construction, patio covers, pergolas, outdoor kitchens, porch additions
New fence, fence replacement, gate addition, height changes, material changes
Storage sheds, utility buildings, outbuildings — size, placement, and visibility are key
Resurfacing, widening, material change (concrete, pavers, asphalt), drainage modifications
New pool installation, spa addition, pool equipment, safety fencing, decking
Dish placement, antenna installation — FCC rules limit HOA restrictions but placement rules apply
Real examplesARC application examples by project type
These examples show what a complete, approvable submission looks like — and the most common reason applications are denied for each project type. Boards and homeowners both benefit from knowing what's expected before the form is submitted.
Many states significantly limit an HOA's authority to prohibit or restrict certain modifications. Before denying an application in these categories, verify your state's statutes:
Consult your state's HOA statute and legal counsel before issuing a denial for these categories. Illegal denials expose the association to attorney's fees and mandatory approval orders.
Approval factorsWhat gets ARC applications approved — and denied
ARC decisions are rarely arbitrary. The same factors appear in approved and denied applications across every project type. Boards should document the specific basis for every decision; homeowners should address these factors proactively.
| Review Factor | Typically Approved | Typically Denied |
|---|---|---|
| Complete application package | All required attachments included | Missing site plan, drawings, or material specs |
| Material and color compliance | Exact match or approved alternative to community standards | Color not on approved palette; material not consistent with community |
| Setback compliance | Fence, shed, deck within required setbacks from property lines | Structure encroaches on required setback or easement |
| Neighbor impact | No material impact on neighboring views, drainage, or light | Fence or structure significantly impacts neighbor sight lines |
| Contractor credentials | Licensed contractor; insurance certificate attached | No license provided; no insurance certificate for major work |
| HOA governing doc compliance | Project falls within CC&R and Rules & Regulations parameters | Project type or scale expressly prohibited by governing docs |
Inside the formEvery section of the ARC application
- Application header — Association name, application number (ARC use), and submission date — establishes the official record
- Homeowner information — Owner name, property address, mailing address (if different), phone, and email
- 12 project type checkboxes — Fence, Exterior Paint, Roofing, Solar Panels, Landscaping, Tree Removal, Patio/Deck, Shed, Driveway, Pool/Spa, Satellite Dish, Windows/Doors — check all that apply
- Project description — Open narrative block for a detailed description of the proposed improvement — the most important section for complex projects
- Proposed dates — Proposed start date and proposed completion date — helps ARC plan any required inspections
- Materials & design details — Materials to be used, color(s), manufacturer/product information, and dimensions — the section most commonly left incomplete
- Contractor information — Contractor name, company, phone, license number (if applicable), and insurance certificate attached Y/N
- Required attachments checklist — Site plan, property survey, architectural drawings, elevation drawings, material samples, paint color samples, contractor proposal, product specifications, photographs, neighbor acknowledgment
- Homeowner acknowledgment — Five-point acknowledgment covering permit responsibility, no-start-before-approval, governing document compliance, and deviation from plans
- ARC decision block — Approved / Approved with Conditions / Denied checkboxes, conditions/comments field, approval date, and committee representative signature
- Association records section — Date received, review deadline, notification sent, completion inspection required, and inspection date — for internal ARC case management
Zorex routes ARC applications to the right committee members, tracks the review deadline, sends approval or denial notices automatically, and keeps every decision in the association's permanent record — no email chains, no lost attachments.
See how it worksOne form for all 12 project types. Add your community's standards, attach your approved color palette or material list, and it's ready to use.
Best practicesRunning an ARC that actually serves the community
Set a review deadline and honor it
Nothing frustrates homeowners more than submitting an application and hearing nothing for weeks. Your CC&Rs likely specify a review window — 30, 45, or 60 days. Track the deadline from the date received and communicate proactively if more information is needed. An extension request (with a reason) is far better than silence.
Reject incomplete applications early — don't wait for the deadline
If an application is missing a required attachment, notify the homeowner within 5 business days — not on day 44. A prompt incomplete-application notice resets the clock and gives the homeowner time to resubmit without feeling blindsided. Document the incomplete notice in the association's records.
Put conditions in writing — always
“Approved with conditions” is only meaningful if the conditions are specific and in writing. Vague conditions like “must look acceptable” are unenforceable. Write conditions the homeowner can act on: “Fence color must be SW 7015 Repose Gray to match existing fence on adjacent property.” Use the conditions/comments field on the decision block for every conditional approval.
Review timelines by project type
| Project Type | Typical Review Time | Notes |
|---|---|---|
| Exterior Paint | 5–14 days | Simple if color is on approved palette; longer for custom colors |
| Fence / Gate | 14–21 days | Site plan review required; may require neighbor notification |
| Landscaping | 7–21 days | Complexity varies widely — simple plantings vs. hardscape overhaul |
| Roofing | 7–14 days | Straightforward if using approved materials list |
| Deck / Patio / Pergola | 21–45 days | Elevation drawings typically required; may need structural review |
| Pool / Spa | 30–45 days | Most complex — full site plan, safety fence, drainage review |
| Solar Panels | 14–30 days | State law may limit HOA conditions; placement review required |
| Shed / Outbuilding | 14–21 days | Setback compliance and visibility from street are primary concerns |
Review timelines vary by community size, ARC meeting frequency, and state statute. Your CC&Rs govern — the above are general benchmarks.
FAQHOA architectural review questions
Does HOA architectural approval replace building permits?
No — and this distinction is critical. HOA approval and government building permits are completely separate. The HOA approves whether a project complies with community standards (aesthetics, materials, placement). The local building department approves whether the project meets building codes (structural, electrical, plumbing, safety). Most major projects — pools, decks, fences, additions — require both. The form's homeowner acknowledgment specifically states: "Approval by the Association does not replace any required governmental permits."
How long does an HOA architectural review take?
It varies by state and governing documents, but most HOA CC&Rs specify a review window of 30–60 days. Several states have statutory deadlines: California (CC §4765) requires a decision within 45 days; Colorado (C.R.S. § 38-33.3-209.5) requires 45 days. If the ARC fails to respond within the governing documents' stated window, some CC&Rs treat the application as automatically approved by default — check your specific documents. Never start work based on non-response alone without confirming the default-approval language applies.
Can a homeowner start work before ARC approval?
No — and doing so is one of the most common (and costly) HOA mistakes. Starting work before written approval exposes the homeowner to a stop-work order, a fine, and potentially a requirement to remove completed work at their own expense. The form's acknowledgment block explicitly covers this: "Work may not begin until written approval is received." If the project is time-sensitive, contact the ARC directly to ask whether an expedited review is available.
What if the HOA denies an architectural review application?
Most governing documents provide an appeal process — typically a written appeal submitted to the full board within 30 days of the denial. The appeal should address the specific grounds cited in the denial letter. If the denial is based on a disputed interpretation of the CC&Rs, request the specific provision in writing. In states with dispute resolution requirements (California IDR/ADR, Colorado mediation), you may also have a statutory right to challenge the denial through those processes before litigation.
What is the difference between an ARC and an ACC?
Nothing — they are the same committee referred to by two different names. ARC stands for Architectural Review Committee; ACC stands for Architectural Control Committee. Some governing documents use Design Review Committee (DRC) or Design Review Board (DRB). The function is identical: reviewing and approving homeowner requests for exterior modifications to ensure they comply with community standards. The form works regardless of what your governing documents call the committee.
HOA Architectural Review Request Form — all 12 project types, materials detail, contractor info, attachments checklist, acknowledgment, and ARC decision block.