A well-run architectural review process is more than a formality—it’s your HOA or condo association’s frontline defense against disputes, declining property values, and even lawsuits. Yet many communities struggle to strike a balance between consistency and flexibility, aesthetics and practicality.
In this comprehensive guide, we’ll walk you through the core principles of a strong architectural review process, plus some often-overlooked tips, real-world scenarios, and sample documents to help you build an ARC that protects your community and gains resident trust.
Why Your Architectural Review Process Matters (More Than You Think)
When homeowners buy into a planned community, they’re agreeing to a shared vision—and that vision is maintained through your architectural standards.
A strong review process:
- Keeps home values high by preserving visual harmony
- Prevents conflicts between neighbors over changes that affect shared views, space, or peace
- Ensures compliance with local building codes
- Protects the board and committee from legal liability
- Reinforces community identity and expectations
Without clear review procedures, things fall apart fast—residents feel mistreated, lawsuits become more likely, and the board’s authority weakens.
Who’s In Charge? Understanding ARC Authority
The Architectural Review Committee (ARC) is usually a separate entity from the HOA board, but they’re accountable to it. It’s essential to clarify:
- How ARC members are appointed
- What decisions they can make independently
- How the board supervises or overrides decisions
Remember: even if the ARC operates independently, their actions can legally and financially impact the association. Training and oversight matter.
What Can the ARC Control?
Your ARC can typically regulate:
- Exterior paint colors
- Roof materials
- Landscaping and tree removal
- Fencing and outbuildings
- Solar panels, satellite dishes, and EV chargers
- Window replacements and architectural additions
But just because it’s not explicitly prohibited in your governing documents doesn’t mean the ARC has no say. If the change affects the look or structure of the property, it usually falls under their purview.
8 Steps Every ARC Should Follow—No Exceptions
To keep things fair and enforceable, your ARC should take these steps for every single request:
- Acknowledge the application quickly—within 5 days.
- Verify completeness—ensure all required documents, specs, and images are included.
- Review governing documents and any relevant precedents.
- Seek expert input if needed (e.g., an architect or engineer).
- Document every step in writing.
- Vote as a committee and record the decision.
- Issue a formal response—approval, conditional approval, or denial.
- Follow up to confirm the project was completed as approved.
What If the Requested Materials Are Outdated or Unavailable?
This happens more often than you’d think—especially in older communities. In these cases:
- Offer approved modern equivalents
- Update your architectural standards document to reflect current availability
- Be flexible, but remain aligned with your aesthetic goals
Allowing Appeals: Yes, You Probably Should
Even if your governing documents don’t mandate an appeal process, offering one is a smart move. It:
- Prevents legal escalation
- Shows fairness and transparency
- Encourages resident buy-in
Establish a simple, structured appeal process—ideally reviewed by the board, not the ARC.
ARC Practices to Avoid (Seriously)
Want to invite lawsuits or lose homeowner trust? Avoid these common mistakes:
- Ignoring deadlines (which may lead to automatic approvals)
- Being inconsistent in your decisions
- Making verbal decisions instead of written ones
- Approving unqualified projects based on personal relationships
- Failing to inspect completed work
- Delaying for months without updates
- Making up rules that don’t exist in governing documents
- Denying requests without explanation
- Refusing to meet or discuss concerns
Should You Hire an Architect?
In complex cases—especially for structural additions or major renovations—it’s smart to bring in a professional. An architect or engineer can:
- Provide expert evaluations
- Flag safety issues
- Recommend alternative materials or layouts
- Help protect the board from liability
This is especially useful when you’re reviewing pre-closing requests from potential buyers who want changes approved before moving in.
Real-World Legal Lessons: A North Carolina Case
In one notable case, an HOA denied a request without citing specific rules or offering a path for appeal. The homeowner sued—and won.
Takeaway: Always tie decisions back to written standards, and always document your process. Courts don’t look kindly on vague denials or inconsistent enforcement.
“It’s Not Prohibited—So I Can Do It, Right?”
Not necessarily. The absence of a specific prohibition doesn’t mean a homeowner has free rein. If your documents give the ARC the authority to approve exterior changes, then that decision still lies with the committee—even if the requested change isn’t mentioned.
Use your judgment, but stay aligned with the spirit of your design guidelines.
How to Table an Issue Without Unintended Approvals
Some HOA documents state that if no decision is made within a certain number of days, the request is automatically approved. Don’t let delay result in regret.
If you need more time:
- Acknowledge the request in writing
- Request more information from the homeowner
- Use this to reset the clock if your governing documents allow it
Tips for Fair and Friendly Approval Processes
- Be timely and communicative
- Encourage homeowners to ask questions early
- Keep personal opinions out of decisions
- Make use of sample letters and templates
- Offer conditional approvals when needed
- Invite feedback from residents periodically
- Review and revise your guidelines every 2–3 years
Bonus: Sample Documents You Should Use
- Sample ARC application for approval
- Sample certificate of approval
- Sample conditional approval letter
- Sample architectural approval modification letter
Templates save time, create consistency, and reduce legal risk. Don’t overlook them.
Final Thoughts
A strong and fair architectural review process doesn’t just protect your HOA—it enhances your community. When residents understand the rules and see them applied consistently, they’re more likely to comply, more likely to contribute, and far less likely to sue.
Structure your process carefully. Train your ARC. Stay consistent. And when in doubt, communicate clearly.