ARC Denial Letter template
Explain the specific reason for denial, cite the guideline, and invite a revised submission or appeal.
Edit the template below, then copy or download it — or send and track it automatically inside hoa.to.
How to use this template
- Reference the application number and submission date.
- State the specific guideline or CC&R section the application doesn't meet.
- Avoid vague language — explain exactly what would need to change to be approved.
- Invite a revised submission or describe the appeal/hearing process.
- Note the deadline to request a hearing, if your documents provide one.
- Have the ARC chair sign and keep a copy with the application file.
When to send it
Send promptly after the committee votes to deny an application, within the review window your governing documents specify, so the owner has adequate time to appeal or resubmit.
Common mistakes to avoid
- • Giving a vague reason ("doesn't fit the community") instead of citing the specific guideline.
- • Not offering a path to resubmit or appeal.
- • Missing the deadline your documents set for a decision, which can result in automatic approval in some jurisdictions.
- • Failing to document the committee's vote and reasoning in minutes to support the letter.
- • Using a tone that reads as punitive rather than explaining the standard being applied.
Frequently asked questions
Can an owner appeal an ARC denial?
Most governing documents provide a hearing or appeal path — state it clearly in the denial letter along with the deadline to request it.
What happens if the committee doesn't respond within the required timeframe?
Some statutes and governing documents treat a missed response deadline as automatic approval — check your specific requirement.
Should the denial cite the exact CC&R or guideline section?
Yes — a specific citation makes the decision easier to defend and gives the owner a clear basis to revise their submission.
Can the committee deny an application for reasons not in the written guidelines?
Generally no — decisions should be grounded in adopted, written architectural guidelines to reduce the risk of a successful challenge.
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.