Architectural Request Approval Template

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Decision letter on a member's architectural review application, with conditions, effective date and appeal rights for a denial.

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About This Template

Decision letter on a member's architectural review application, with conditions, effective date and appeal rights for a denial. This HOA template is a customizable starting point: preview the sample document below, then fill in your own parties, dates, and terms.

What This Template Covers

Association name
Application number
Decision date
Member
Request
Decision (display label)
Decision type
Reviewing body
Effective date
Days to commence work
Days to complete work
Committee chair
Appeal of a denial
Conditions
Reasons for denial
Changes required for approval
Design guidelines reference

Sample Architectural Request Approval

A sample document with example details. Your template opens with fields ready to fill in.

This template is a customizable starting point, not legal advice. Laws vary by state and situation, so have a qualified attorney review any agreement before you rely on it.

Read the sample as text

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Willow Creek Estates Homeowners Association, Inc.

ARC-2025-0017

April 10, 2025

Architectural Review Decision

Decision DateApril 10, 2025

Application #ARC-2025-0017

SubmittedMarch 22, 2025

Lot #87

Property215 Cedar Ridge Drive, Austin, TX 78758

Casey Nguyen

215 Cedar Ridge Drive, Austin, TX 78758

Dear Casey Nguyen:

Request Summary

Repaint exterior of single-family residence; replace front door and garage door with new units of the same dimensions.

Scope of work. Exterior siding repaint, replace front door (fiberglass, painted), and replace 16-foot garage door (insulated steel, color matched to body).

Decision

The Architectural Review Committee of Willow Creek Estates Homeowners Association, Inc. has reviewed Application ARC-2025-0017 and has made the following decision:

APPROVED WITH CONDITIONS

Conditions of Approval

Exterior paint color must match the approved sample (Sherwin-Williams SW 7036 Accessible Beige); a 4-inch square sample shall be painted on the front of the home for Committee inspection before the rest of the home is painted.

Construction hours limited to 8:00 AM – 6:00 PM, Monday through Saturday; no work on Sundays or recognized federal holidays.

All construction debris must be removed from the property at the end of each work day.

Effective Date

This decision is effective April 15, 2025. Work must commence within 60 days and be substantially complete within 180 days of the effective date, unless an extension is granted in writing by the Architectural Review Committee.

Scope of Approval

This decision covers only the plans and specifications submitted with Application ARC-2025-0017; any change to the approved work requires a new written approval. Review is limited to conformity with the Association's governing documents and the Willow Creek Architectural Guidelines (rev. 2024). It is not a review of structural soundness, engineering, drainage, building-code compliance or workmanship, and neither the Association nor the Architectural Review Committee assumes responsibility for those matters. You are responsible for obtaining all permits and approvals required by governmental au

Sincerely,

By signing below, the Member acknowledges receipt of this decision and agrees to perform the work in accordance with the approved plans and the conditions above.

Architectural Review Committee

Alex Pereira

Architectural Review Committee Chair, Willow Creek Estates Homeowners Association, Inc.

Acknowledged by Member

Casey Nguyen

Owner, 215 Cedar Ridge Drive, Austin, TX 78758

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