Form templates / Homeowners Associations
HOA Architectural Request Form
An HOA architectural request form is the one the board will be reading back in three years when there's a dispute. Exact change, exact materials, exact colours - and the date it was approved.
For HOAs, residents' associations and community boards.
Approvals are only defensible if they were specific
"Approved: new fence" is worthless when the fence turns out to be two metres of close-board in a community of picket. The board approved something; nobody wrote down what.
So this template asks for dimensions, materials, colours and a link to drawings, and it asks whether neighbours have been told. Every submission is dated automatically, so the record of what was requested - and therefore what was approved - exists without anyone keeping minutes carefully.
Screen before you spend time
Most of the work in an application process is on the ones that were never eligible. Asking the disqualifying questions first - dates, requirements, basic facts - means you spend your reading time on the real candidates.
A paper trail the board can actually point to
Architectural requests, complaints and maintenance issues arrive by email, at meetings and in person - and then nobody can find what was approved, when, or by whom. That's how disputes start.
One form per process gives the board a dated list with identical fields, which is both faster to run and much easier to defend when a decision is challenged.
Long enough to decide, short enough to finish
Applications fail in two directions: too short to judge, or so long that good candidates give up. This template asks what a decision genuinely needs, split into steps so it never looks like a wall.
Edit it like a document, publish like a link
Add questions, remove questions, change the order and the wording, set your accent colour. When you save, the form is live at its own address - share it by link, QR code or a button on your site, and read the answers in your dashboard.
What this template asks
- Owner's name
- Unit or address
- Email address
- Phone number
- What are you proposing?
- Describe the change in detail
- Dimensions
- Materials
- Colours and finishes
- Where exactly on the property?
- Link to drawings, photos or product pages
- Contractor name and licence, if using one
- Proposed start date
- Expected duration
- Do you need a municipal permit?
- Have you spoken to affected neighbours?
- Will the work affect any of these?
- I will restore any common area affected by the work
- I understand I must not start work before written approval
More Homeowners Associations forms
Questions
Can owners attach plans?
Yes - a file question takes drawings and photos, up to three at 20 MB each, and they are kept with the request as a dated record. A product link plus dimensions and a colour reference is more precise than a hand-drawn plan.
How long should the board have to decide?
State your governing document's window on the form, and give a date. Ambiguity about timing is the second most common source of architectural disputes.
Can applicants attach a CV or document?
Not yet - file uploads are on the roadmap. Most people ask for a link (to a portfolio, a CV in cloud storage, or a profile) which works today and keeps the form fast.
Can I close applications on a deadline?
Yes. Close the form and anyone with the link sees a short closed page instead of the questions, so nobody fills in an application that can't be considered.
Can more than one person review them?
Yes - invite your team into the same account and they'll see the same responses. You can also export to a spreadsheet and score them wherever you like.
Can several board members see the submissions?
Yes - invite them into the same account and everyone sees the same list. Members change often, so you can remove someone's access the day they step down.
Publish your hoa architectural request form today
Start from this template and change anything you like. Free to begin.