Architectural Review Requests: A Homeowner’s Guide to ARC Approvals

Thinking about replacing your fence? Painting the trim? Adding a shed? If you live in an HOA, you probably need architectural approval first. Here’s how the ARC (Architectural Review Committee) process works, how to submit a request the right way, and what to do if yours is denied.

What is architectural review?

Most HOAs require homeowner approval before visible exterior changes. The review is handled by an Architectural Review Committee — sometimes called an Architectural Control Committee (ACC) or Design Review Committee. The committee is usually appointed by the board and consists of fellow homeowners.

The purpose is to protect community character, maintain consistent standards, and ensure changes comply with the CC&Rs and adopted architectural guidelines. It’s not a personal judgment on your taste — the committee is applying written standards.

When you need ARC approval

Almost always:

• Fences — new, replacement, color changes, height changes
• Paint colors on anything visible from outside
• Roofing, even same-color replacement in most communities
• Decks, patios, pergolas, outdoor structures
• Sheds and other detached buildings
• Pools, hot tubs, water features
• Solar panels and satellite dishes (often have state or federal protections, but still require notice)
• Major landscaping changes (tree removal, hardscape, large bed additions)
• House additions, room extensions, garage expansions
• Driveway modifications
• Exterior doors, windows, and shutters (sometimes)

Usually not needed:

• Interior changes
• New plants in existing landscape beds
• Minor repairs matching the existing appearance
• Like-for-like replacement of the same product in the same location

When in doubt, submit a request. The time spent waiting for approval is always shorter than the time spent undoing unapproved work or fighting a violation notice.

How to submit an ARC request

Every community has its own process, but the fundamentals look the same:

1. Get the ARC request form from your management company, homeowner portal, or HOA website.
2. Fill out every section completely — specific dimensions, colors, materials, placement on the property, and contractor information if applicable.
3. Attach supporting documents: photos of the current state, drawings or product specs, a plot plan showing where the change will go, and if applicable, a copy of the contractor’s proposal.
4. Obtain neighbor signatures if your community requires acknowledgment from adjacent property owners. Not all do — check the form.
5. Submit through the established channel (portal submission, email to management, paper form to the board).

Alpha-managed communities submit through the Vantaca homeowner portal, which routes the request directly to the committee.

What happens after you submit

The committee reviews the request and returns a decision within the timeframe set in your governing documents — usually 30 to 45 days. Possible outcomes:

• Approved — proceed with the work as submitted
• Approved with conditions — specific requirements to meet (material, color, placement)
• Denied — with the reason stated
• Request for more information — the committee can’t decide without additional detail

Some governing documents include a default-approval clause: if the committee doesn’t respond by the deadline, the request is deemed approved. Kentucky doesn’t have a blanket statute on this, so the specific language in your documents controls. If the deadline is approaching and you haven’t heard back, check your CC&Rs for the exact language.

Do not begin work before receiving written approval. Verbal conversations, email exchanges with board members, or assumptions based on silence are not approval — and starting work without approval can result in a violation notice, fines, and in some cases an order to undo the work at your own expense.

If your request is denied

First: get the denial in writing with the specific reason cited. A vague denial — “not in keeping with community character” — isn’t sufficient. The denial should point to a specific section of the CC&Rs or published architectural standards.

Your options:

1. Revise the request to address the specific concern and resubmit.
2. Request a hearing with the full board. Most governing documents provide this right, and many committees will reconsider when the full board is involved.
3. Follow any appeals process described in your governing documents.
4. In rare and serious cases, pursue legal remedies — but this is expensive, slow, and usually not productive unless the denial is clearly unsupported by the standards.

Most denials can be resolved with a revised submission. Committees aren’t adversarial — they’re applying standards, and a good-faith revision usually gets approved.

Common mistakes homeowners make

• Starting work before approval arrives
• Submitting a vague request (“new fence”) without specifications
• Missing required supporting documents
• Treating prior verbal conversations as approval
• Assuming approval is required when it isn’t (time wasted) or assuming it isn’t when it is (violation notice)
• Arguing with the committee mid-review — this almost never speeds anything up

Tips for faster approval

• Submit a complete request the first time — incomplete submissions restart the review clock
• Include contractor quotes or product specs so the committee sees you’ve planned properly
• For unusual projects, include photos of similar already-approved work in the community
• Submit well before you need to start — most committees meet monthly
• Follow up professionally if you pass the stated deadline