Free HOA Architectural Request Form

Every exterior change in a managed community starts with a request form. A good form collects what the committee actually needs up front. A bad one creates weeks of back-and-forth. Here is a free template and a walkthrough of every section.

Download the template

Download the template — a plain-text architectural change request form you can copy into any word processor, shared doc, or board management platform. It covers owner info, project details, materials, contractor info, a site-plan area, timeline, neighbor notification, and a committee-decision section at the bottom.

The full template

Below is the complete form. Each section is explained afterward.

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[ASSOCIATION NAME]
ARCHITECTURAL CHANGE REQUEST FORM (ARC / ACC)
Free template from The HOA Guide — thehoaguide.com
========================================================================

Date of submission: __________
Application number (office use): __________

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SECTION 1 — OWNER INFORMATION
------------------------------------------------------------------------
   Owner name(s): __________
   Phone: __________
   Email: __________
   Mailing address (if different from property): __________

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SECTION 2 — PROPERTY INFORMATION
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   Property address: __________
   Unit / lot number: __________

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SECTION 3 — PROPOSED CHANGE
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   Type of modification (check all that apply):
   [ ] Fence or wall            [ ] Paint / exterior color
   [ ] Roof / roofing material  [ ] Landscaping / hardscaping
   [ ] Deck / patio / porch     [ ] Solar panels
   [ ] Shed / outbuilding       [ ] Windows / doors
   [ ] Driveway / walkway       [ ] Lighting / fixtures
   [ ] Other: __________

   Detailed description of proposed change:
   ________________________________________________________________

   Reason for the change:
   ________________________________________________________________

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SECTION 4 — MATERIALS, COLORS, AND DIMENSIONS
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   Materials to be used (brand, type, grade):
   ________________________________________________________________

   Color(s) — include manufacturer name and color code:
   ________________________________________________________________

   Dimensions (height, width, length, square footage):
   ________________________________________________________________

   Attachments:
   [ ] Color samples   [ ] Product spec sheets
   [ ] Photos of current condition
   [ ] Photos or renderings of proposed change

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SECTION 5 — SITE PLAN / SKETCH
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   [ ] Site plan / sketch is attached
   (Show property lines, existing structures, and location of
   proposed change with measurements.)

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SECTION 6 — CONTRACTOR INFORMATION
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   [ ] Owner will perform the work (no contractor)
   [ ] Licensed contractor will perform the work

   Contractor name: __________
   License number: __________
   Phone: __________
   Insurance on file:  [ ] Yes  [ ] No

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SECTION 7 — PROJECT TIMELINE
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   Estimated start date: __________
   Estimated completion date: __________
   Total estimated cost: $__________

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SECTION 8 — NEIGHBOR NOTIFICATION
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   Neighbor 1:
      Name / Address: __________
      Notified:  [ ] Yes  [ ] No
      Concerns:  [ ] None  [ ] Yes — see attached

   Neighbor 2:
      Name / Address: __________
      Notified:  [ ] Yes  [ ] No
      Concerns:  [ ] None  [ ] Yes — see attached

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SECTION 9 — OWNER ACKNOWLEDGMENT
------------------------------------------------------------------------
   By signing, I acknowledge I have read the architectural
   guidelines, will not begin work until I receive written
   approval, and accept responsibility for permits, code
   compliance, and any damage to common areas.

   Owner signature: ______________________  Date: __________

========================================================================
COMMITTEE USE ONLY
   Decision:  [ ] Approved  [ ] Approved with conditions  [ ] Denied
   Conditions / reason: _______________________________________
   Committee signature: ___________________  Date: __________
========================================================================

Section-by-section walkthrough

Owner and property info (Sections 1-2)

Start simple. Name, contact info, and the property address tie the request to a specific lot. If your community has unit or lot numbers, include that field so the committee can cross-reference the property map.

Proposed change (Section 3)

The checkbox list speeds up sorting. Committees that review dozens of requests per quarter can triage by category before reading the details. The free-text description field is where the owner explains exactly what they want to do. “New fence” is not enough. “Six-foot cedar privacy fence along the south property line, replacing the existing four-foot chain-link fence” tells the committee what they are actually approving.

Materials, colors, and dimensions (Section 4)

This section prevents the most common source of disputes after approval. When a form says “paint the house gray,” the committee pictures one shade and the owner buys another. Require the manufacturer name and color code. Ask for product specification sheets on roofing, fencing, and any structural material. Attach photos of the current condition so the committee can see what changes.

Site plan (Section 5)

A rough sketch showing where the change sits relative to property lines, existing structures, and common areas saves the committee a site visit in many cases. For larger projects like pools or outbuildings, you may want to require a professional survey or plot plan.

Contractor info (Section 6)

If the owner is hiring a contractor, capture the license number and confirm insurance is on file. Some associations require contractors to carry a minimum level of liability insurance before working on the property. If your community has that rule, add the minimum amount to this section.

Timeline (Section 7)

Set expectations for start and finish dates. Open-ended construction creates noise, debris, and frustrated neighbors. A stated timeline also gives the committee a trigger for follow-up if the project stalls.

Neighbor notification (Section 8)

This section is optional but valuable. When adjacent neighbors know about a project before the committee meeting, objections surface early. That gives the owner a chance to adjust the plan and gives the committee fewer surprises at review time.

Owner acknowledgment (Section 9)

The signature block confirms the owner has read the guidelines and agrees not to start work until they receive written approval. This protects the board later if the owner begins an unapproved project. It also reminds the owner to handle municipal permits on their own.

Committee decision section

The bottom of the form is for committee use only. Record the decision, any conditions, and the date the owner was notified. Keep completed forms in the association’s records permanently. Approved requests are part of the property’s modification history and may be relevant during resale or future disputes.

How to customize this form

Every community is different. Here are the most common adjustments:

• Add community-specific categories to the checkbox list. If your community gets frequent requests for basketball hoops or holiday decorations, add those.
• Reference your architectural guidelines by section number in the acknowledgment block so owners know exactly which document to read.
• Set attachment requirements for larger projects. Some committees require two contractor bids, a professional site plan, or a drainage study.
• Add a fee field if your association charges an application or review fee.
• Include a re-inspection checkbox if your community inspects completed work against the approved plan.

What happens after the form is submitted

Most CC&Rs give the committee 30 to 60 days to respond. Some state laws set a deadline too. If the committee denies the request, it should cite the specific guideline the proposal does not meet. Vague denials invite challenges.

If a homeowner skips the form and makes changes without approval, the board can typically require them to undo the work at their own expense. For more on that situation, see our guide on whether an HOA can force architectural changes.

Keep completed forms on file

Approved requests become part of the association’s permanent records. Future boards, property managers, and buyers during resale may all need to verify that a modification was properly approved. A well-organized archive of completed forms is one of the easiest ways to avoid disputes years after the work is done.

For more board documents and downloadable forms, visit our free HOA templates page.