ARC Approval Letter template
Confirm the approval, list any conditions, and note completion deadlines and inspection requirements.
Edit the template below, then copy or download it — or send and track it automatically inside hoa.to.
How to use this template
- Confirm the application number and the date it was submitted.
- Restate the project description so there's no ambiguity about what was approved.
- List every condition attached to the approval — materials, timeline, contractor requirements.
- Set a completion deadline consistent with your ARC guidelines.
- Note that any change to the approved plans requires a new application.
- Have the ARC chair or another authorized signer sign the letter.
When to send it
Send promptly after the committee votes to approve an application, ideally within the review window your governing documents specify.
Common mistakes to avoid
- • Approving without listing specific conditions, leaving room for disputes about what was actually approved.
- • Not setting a completion deadline, so unfinished projects linger indefinitely.
- • Failing to note that the approval is limited to the plans as submitted.
- • Omitting a required final inspection step when your guidelines call for one.
- • Not keeping a copy of the approved plans with the letter for future reference.
Frequently asked questions
Does an ARC approval expire if the owner doesn't start work right away?
Many governing documents set a window for starting or completing approved work, after which the approval can lapse — check your ARC guidelines.
Can the committee attach conditions to an approval?
Yes, conditional approval is common and should be spelled out clearly in the letter so the owner knows exactly what's required.
What happens if the owner deviates from the approved plans?
Most guidelines treat a material change as a new application requiring separate review — state this expectation in the approval letter.
Who should sign the approval letter?
Typically the ARC chair, or another person your bylaws or ARC guidelines authorize to communicate committee decisions.
General information only, not legal advice. Requirements vary by state, province and your governing documents — check your CC&Rs, bylaws and the applicable statute (and, if in doubt, licensed counsel) before relying on this template. Notice periods, cure periods and fee limits are not the same everywhere.