Free HOA ARC Application Template
Four-document set for the complete architectural review process: application form with submission date block, project attachment checklist, approval letter with conditional variant, and denial letter with appeal rights.
How the ARC review process works
Each template covers a step in the process. Missing any step creates liability — especially the review clock and the CC&R cite on denials.
Homeowner Submits ARC Application
Before any exterior modification begins
The homeowner submits the completed application form with project description, dimensions, materials, colors, and required attachments. The board or ARC committee has a defined review period (typically 30–45 days per CC&Rs) — if no response is given, most governing documents deem the project approved by default.
Board or ARC Committee Reviews
Within the CC&R-specified review window
Review the project against the CC&Rs, design standards, and any architectural guidelines. Check for state law preemptions — FL, CA, TX, and others limit the board's ability to deny solar panels, satellite dishes, and certain landscaping changes. Document your review in the meeting minutes.
Approve, Conditionally Approve, or Deny
Before the review window expires
Issue the written decision within the required window. Approval and conditional approval use one template; denial uses a separate template that includes the specific CC&R section violated and the homeowner's right to appeal. Keep a copy of every decision in the homeowner's file.
What homeowners need to attach
Incomplete applications are the #1 cause of ARC delays. The attachment checklist tells homeowners exactly what to submit before they file.
What's included in the template set
ARC Application Form
Standardized form capturing project type, description, dimensions, materials, contractor information, and homeowner signature certifying CC&R review. Establishes the submission date that starts the review clock.
Project Attachment Checklist
Checklist of required supporting documents by project type — photos, dimensions, material specs, contractor license, neighbor consent. Attach to the application form so homeowners know exactly what to submit.
Approval Letter (with Conditional Approval variant)
Standard approval letter confirming the project as submitted. Includes a conditional approval variant with a fill-in block for required modifications — approved with conditions that must be met before or during construction.
Denial Letter with Appeal Rights
Denial letter citing the specific CC&R section the project does not comply with, the board's reasoning, and the homeowner's right to appeal within the window specified in your governing documents.
Get the free template set
No spam. We'll only email you the templates and occasional HOA board tips.
Why a structured ARC process matters
The review clock starts at submission
Most CC&Rs specify a 30–45 day review window. If the board doesn't respond in time, the project is typically deemed approved by default. The application form captures the submission date so the board can track the deadline.
Denial requires a specific CC&R cite
A denial without citing the exact CC&R or rule section violated is legally vulnerable in most states. The denial template requires you to fill in the specific section — which forces the board to confirm the CC&R basis before issuing the decision.
Conditional approval prevents unnecessary denials
Many ARC denials are avoided by conditional approval — approving the project with a required modification. This keeps homeowners from incurring contractor costs only to be denied outright for something that could have been fixed with a condition.
Frequently asked questions
Is this template free?
Yes, completely free. Submit the form and we'll email it within 24 hours. No credit card or account required.
What is a conditional approval and when should I use it?
A conditional approval approves the project with specific modifications — for example, approving a fence but requiring a different color or height. It's appropriate when the project is generally acceptable but needs adjustment to meet CC&R standards. The templates include conditional approval language with a fill-in conditions block.
What format are the templates?
Word documents (.docx) with fill-in brackets for the owner name, address, project description, CC&R sections, approval conditions, and deadlines. The denial letter includes the specific CC&R or rule section that the project does not comply with — a legal requirement in many states.
Manage ARC applications without the email pile
Hivepoint tracks ARC applications, records the submission date, sends automated review-clock reminders to the board, and stores every approval and denial in the homeowner's permanent file — no shared inbox required.
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