52Editions

HOA Approval Letter

· Updated

Fill in the highlighted fields to create an HOA approval letter that gives a homeowner written permission for an exterior change, such as a fence, a repaint or a remodel. Click any field to type your details, then copy the finished letter.

[Date]

[Homeowner Name]
[Property Address]

Re: Approval of architectural request dated [Request Date] (Reference [Reference Number])

Dear [Homeowner Name],

The [Name of Architectural Review Committee] of [Name of Homeowners Association] has reviewed your application and the plans you submitted for [Description of Project]. We find that the project complies with the association's declaration and design guidelines, and the request is approved.

Approval covers the work as described in your application, including [Materials, Colors or Dimensions]. Please note these conditions:

  1. Work must begin by [Start-By Date] and be finished by [Completion Date], or you must request an extension in writing.
  2. [Additional Condition, for example "Any change to the approved plans requires new approval."]
  3. You are responsible for obtaining any permits required by the city or county before work begins.

This approval relates only to the association's rules. It does not replace permits, inspections or compliance with local building codes, and it does not approve any work that differs from your application.

Please contact [Contact Name] at [Phone or Email] with any questions.

Sincerely,

[Reviewer Name]
[Title, for example Chair, Architectural Review Committee]
[Signature]

What an HOA approval letter does

An HOA approval letter is the association's written permission for a homeowner to proceed with an exterior change. It protects both sides. The homeowner holds proof of approval if a neighbor complains or a later board questions the work. The board has a record of exactly what it approved, so the finished project can be checked against it. The request usually arrives as an architectural request or a project-specific letter such as the fence request or pool request.

What to include in an HOA approval letter

  • The request being approved. Reference the date of the application and describe the project in the same terms the homeowner used.
  • The basis for approval. Cite the declaration, covenants or design guidelines the committee applied, so the decision can be explained later.
  • Scope. List the materials, colors, dimensions and location approved. Anything outside this scope is not approved.
  • Conditions. Start and completion deadlines, required screening, insurance or contractor requirements.
  • A reminder about permits. HOA approval is separate from city or county permits.
  • A contact and a signer with authority to approve, such as the committee chair.

Approval with conditions, partial approval and denial

Boards often approve a request subject to changes, such as a different fence height or a color from the approved palette. State each condition plainly and say that work outside the conditions is not approved. If the board cannot approve the request, send a denial that gives the reasons and explains how to appeal. See the HOA denial letter and the HOA Violation Appeal Letter. For rule exceptions, see the HOA variance approval letter. For a fence, use the HOA fence approval letter. When the work is finished, an HOA certification letter can confirm it meets the approved plans.

Common questions

Does an HOA need to approve in writing?

The governing documents decide. Many require written approval before work starts, and some treat silence as approval after a set period. Read your declaration and ask the board to confirm in writing either way.

How long does an HOA have to respond to a request?

The declaration or state law sets any deadline, so check both. If your documents give no deadline, follow up in writing and keep a copy of every message.

Do I still need a permit?

Often yes. HOA approval covers the association's rules, while the city or county decides on building permits and codes.

Can the board withdraw an approval?

Generally not for work that follows the approved plans, but approval may lapse if work does not begin or finish by the stated dates. Review the conditions in your letter and the governing documents.

This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.