HOA Variance Approval Letter
· Updated
Fill in the highlighted fields to create an HOA variance approval letter. Click any field to type your details, then copy the letter and send it to the owner as the record of what was granted.
[Date]
[Owner Name]
[Owner Address]
Re: Variance granted, [Property Address]
Dear [Owner Name],
At its meeting on [Decision Date], the [Approving Body] reviewed your request dated [Request Date] for a variance from [Rule Citation] to allow [Granted Exception].
The variance is granted on these conditions: [Variance Conditions, for example "the work must match the submitted plan, be completed by X and be maintained in good condition"].
This variance applies only to [Property Address] and to the specific exception described. It is not a precedent for other requests, and it does not waive any other requirement of the governing documents. It may be revoked if the conditions are not met.
You are responsible for any permits required by the local authority. Please notify [Inspection Contact] when the work is finished.
Sincerely,
[Sender Name]
[Sender Title]
[Association Name]
What this letter does
A variance approval records exactly what exception was granted, to whom and on what conditions. A written letter prevents arguments later about the scope of the exception.
What to include
- The rule and the specific exception.
- The decision date and who decided.
- Conditions and deadlines.
- A statement that it is limited to this property and is not a precedent.
- What happens if conditions are not met.
- That it covers HOA rules only.
Consistency matters
Boards that grant exceptions without explanation can face claims of unequal treatment. Record the reasons in the minutes and apply similar standards to similar requests.
Related letters
The request is the variance request letter. For other approvals, see the approval letter, and for refusals, the denial letter. Completed work may need a certification letter. Approvals for a specific project follow the same pattern, as in the HOA fence approval letter, and the request itself starts with an architectural request.
Common questions
Can a variance be withdrawn?
If the letter says it can be revoked for failure to meet conditions, yes.
Does the variance transfer to a new owner?
State the answer in the letter. Many say it runs with the property unless revoked.
This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.