Requesting approval from your homeowners’ association (HOA) for home improvements, landscaping changes, or other property modifications can feel daunting.
After all, the HOA’s decision could make or break your plans.
But don’t worry—with a well-crafted letter, you can communicate your intentions and increase your chances of getting the green light.
In this article, we’ve compiled 15 sample letters that cover a variety of common scenarios homeowners face when seeking HOA approval.
Using these examples as a guide, you can create a compelling and professional letter showcasing your project in the best possible light.
So, let’s get started!
Sample Letters Requesting HOA Approval
Before we dive into the letters, here’s a quick tip: Be sure to review your HOA’s bylaws and architectural guidelines before submitting your request.
This will help ensure your plans align with the community’s standards and expectations.
Sample Letter 1: Request for Exterior Paint Color Change
Subject: Request for Approval – Exterior Paint Color Change
Dear [HOA Board or Architectural Committee],
I am writing to request approval for an exterior paint color change for my home located at [address]. The current color is a faded beige, and I would like to repaint the house in a warm, inviting taupe (Behr Paint “Quiet on the Set” N320-4).
I have attached color swatches and photos of nearby homes with similar color schemes to provide context for my choice. The new color complies with our community’s approved color palette and will enhance the overall appearance of my property and the surrounding neighborhood.
Please let me know if you require any additional information to process this request. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 2: Request for Fence Installation
Subject: Request for Approval – Fence Installation
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the installation of a fence on my property located at [address]. The proposed fence will be a 6-foot tall, white vinyl privacy fence along the back and side property lines.
The fence will be professionally installed by [contractor name] and will comply with all local building codes and our HOA’s architectural guidelines. I have attached a site plan indicating the fence location, along with the contractor’s proposal and material specifications.
The new fence will provide added security and privacy for my family while enhancing the overall appearance of my property. Please let me know if you have any questions or concerns regarding this project.
Thank you for your consideration,
[Your Name]
[Contact Information]
Sample Letter 3: Request for Deck Addition
Subject: Request for Approval – Deck Addition
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the addition of a deck to the rear of my home located at [address]. The proposed deck will measure 12 feet by 16 feet and will be constructed using pressure-treated lumber with a natural wood stain.
The deck will be built to comply with all local building codes and our HOA’s architectural guidelines. I have attached a detailed plan, including dimensions, materials, and a site plan showing the deck’s location of the house and property lines.
This new outdoor living space will greatly enhance my family’s enjoyment of our home and will not negatively impact the surrounding neighbors or community aesthetics. Please let me know if you require any further information to process this request.
Thank you for your consideration,
[Your Name]
[Contact Information]
Sample Letter 4: Request for Landscaping Modifications
Subject: Request for Approval – Landscaping Modifications
Dear [HOA Board or Architectural Committee],
I am writing to request approval for landscaping modifications to my front yard located at [address]. The proposed changes include removing the existing overgrown shrubs and replacing them with a mix of low-maintenance, drought-tolerant plants and decorative rock.
The new landscaping plan is designed to enhance the curb appeal of my property while reducing water consumption and maintenance requirements. I have attached a detailed plan, including a list of proposed plants, a site plan, and photos of the current landscaping for reference.
All work will be completed by a licensed landscaping contractor and will comply with our HOA’s landscaping guidelines. Please let me know if you have any questions or require additional information to process this request.
Thank you for your time and consideration,
[Your Name]
[Contact Information]
Sample Letter 5: Request for Solar Panel Installation
Subject: Request for Approval – Solar Panel Installation
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the installation of solar panels on the roof of my home located at [address]. The proposed system will consist of [number] high-efficiency solar panels, mounted flush to the roof on the south-facing side of the house.
The installation will be completed by [contractor name], a licensed and insured solar contractor. I have attached the contractor’s proposal, along with a roof plan showing the panel layout and specifications for the equipment to be used.
The solar panel system will provide clean, renewable energy for my home, reducing my reliance on the grid and lowering my energy costs. The panels will be minimally visible from the street and will not create any glare or reflections that could impact neighboring properties.
Please let me know if you require any additional information to process this request. Thank you for your consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 6: Request for Driveway Expansion
Subject: Request for Approval – Driveway Expansion
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the expansion of my driveway located at [address]. The proposed expansion will extend the existing driveway by 8 feet in width, allowing for the parking of an additional vehicle.
The new driveway surface will be poured concrete, matching the existing driveway in color and finish. All work will be completed by a licensed contractor and will comply with local building codes and our HOA’s architectural guidelines.
I have attached a site plan showing the proposed driveway expansion, along with the contractor’s proposal and material specifications. The expanded driveway will provide much-needed additional parking space for my family without detracting from the appearance of my property or the surrounding community.
Please let me know if you have any questions or concerns regarding this project. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 7: Request for Shed Installation
Subject: Request for Approval – Shed Installation
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the installation of a storage shed in the rear of my property located at [address]. The proposed shed will measure 8 feet by 10 feet and will be constructed using wood siding with a shingled roof.
The shed will be placed in the back corner of my property, at least 5 feet from any property lines and fences. It will be painted to match the color scheme of my home and will comply with all local building codes and our HOA’s architectural guidelines.
I have attached a product brochure for the shed, along with a site plan indicating the proposed location. The shed will provide much-needed storage space for my outdoor equipment and tools, helping to keep my property tidy and well-maintained.
Please let me know if you require any additional information to process this request. Thank you for your consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 8: Request for Tree Removal
Subject: Request for Approval – Tree Removal
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the removal of a dead tree located in the front yard of my property at [address]. The tree, a mature oak, has been diagnosed with an advanced case of oak wilt by a certified arborist.
The arborist has recommended immediate removal of the tree to prevent the spread of the disease to nearby oak trees. I have attached the arborist’s report, along with photos of the affected tree.
The tree will be removed by [contractor name], a licensed and insured tree removal service. All debris will be hauled away and the stump will be ground down to below ground level. I will replace the tree with a disease-resistant species, as recommended by the arborist, to maintain the landscaping and aesthetic of my property.
Please let me know if you have any questions or concerns regarding this request. Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 9: Request for Exterior Lighting Installation
Subject: Request for Approval – Exterior Lighting Installation
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the installation of exterior lighting at my home located at [address]. The proposed lighting will consist of four low-voltage landscape lights along the front walkway and two motion-sensor floodlights in the garage.
The landscape lights will be installed flush with the ground and will provide a soft, warm glow to guide visitors to the front door. The motion-sensor floodlights will enhance the security of my property by automatically illuminating the driveway and garage area when movement is detected.
I have attached product specifications for the proposed lighting, along with a site plan indicating the location of each light. All installations will be completed by a licensed electrician and will comply with local building codes and our HOA’s architectural guidelines.
Please let me know if you require any additional information to process this request. Thank you for your consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 10: Request for Mailbox Replacement
Subject: Request for Approval – Mailbox Replacement
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the replacement of my mailbox located at [address]. The current mailbox is damaged beyond repair due to a recent vehicular accident.
I propose to replace the mailbox with a new, high-quality model that closely matches the style and color of the original. The new mailbox will be installed on the existing post, which remains undamaged.
I have attached a product brochure for the proposed replacement mailbox, along with photos of the damaged mailbox for reference. The installation will be completed by a professional handyman and will comply with all USPS regulations and our HOA’s architectural guidelines.
Please let me know if you have any questions or concerns regarding this request. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 11: Request for Roof Replacement
Subject: Request for Approval – Roof Replacement
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the replacement of the roof on my home located at [address]. The current asphalt shingle roof is over 20 years old and is showing signs of significant wear and tear, including cracked and missing shingles.
I propose to replace the existing roof with new, high-quality architectural asphalt shingles in a color that closely matches the current roof. The new shingles will have a 30-year warranty and will enhance the overall appearance and value of my property.
The roof replacement will be completed by [contractor name], a licensed and insured roofing contractor. I have attached the contractor’s proposal, along with product specifications for the new shingles and photos of the current roof condition.
Please let me know if you require any additional information to process this request. Thank you for your consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 12: Request for Window Replacement
Subject: Request for Approval – Window Replacement
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the replacement of the windows in my home located at [address]. The current windows are original to the house and are single-pane, aluminum-framed windows that are drafty and inefficient.
I propose to replace the existing windows with new, energy-efficient vinyl windows in a style and color that closely matches the current windows. The new windows will improve the comfort and energy efficiency of my home while enhancing its overall appearance.
The window replacement will be completed by [contractor name], a licensed and insured window installation company. I have attached the contractor’s proposal, along with product specifications for the new windows and photos of the current windows for reference.
Please let me know if you have any questions or concerns regarding this project. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 13: Request for Garage Door Replacement
Subject: Request for Approval – Garage Door Replacement
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the replacement of my garage door located at [address]. The current garage door is old, dented, and has a faulty opening mechanism that poses a safety risk.
I propose to replace the existing garage door with a new, high-quality steel door in a style and color that complements the exterior of my home. The new door will have an automatic opener with advanced safety features to ensure smooth and secure operation.
The garage door replacement will be completed by [contractor name], a licensed and insured garage door installation company. I have attached the contractor’s proposal, along with product specifications for the new door and photos of the current door for reference.
Please let me know if you require any additional information to process this request. Thank you for your consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 14: Request for HVAC System Replacement
Subject: Request for Approval – HVAC System Replacement
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the replacement of the HVAC system in my home located at [address]. The current system is over 15 years old and has been experiencing frequent breakdowns and reduced efficiency.
I propose to replace the existing HVAC system with a new, high-efficiency model that meets current energy standards. The new system will improve the comfort and air quality of my home while reducing energy consumption and costs.
The HVAC system replacement will be completed by [contractor name], a licensed and insured HVAC contractor. I have attached the contractor’s proposal, along with product specifications for the new system and photos of the current unit for reference.
Please let me know if you have any questions or concerns regarding this project. Thank you for your time and consideration.
Sincerely,
[Your Name]
[Contact Information]
Sample Letter 15: Request for Playground Equipment Installation
Subject: Request for Approval – Playground Equipment Installation
Dear [HOA Board or Architectural Committee],
I am writing to request approval for the installation of playground equipment in my backyard at [address]. The proposed playset is a wooden swing set with a small slide, measuring 12 feet long by 8 feet wide and 10 feet tall at its highest point.
The playset will be placed in the center of my backyard, at least 10 feet from any property lines or fences. It will be constructed using pressure-treated lumber and finished in a natural wood color to blend seamlessly with the surrounding landscape.
I have attached a product brochure, along with a site plan indicating the proposed location of the playset. The installation will be completed by a professional contractor and will comply with all local building codes and safety standards.
This playset will provide a safe and enjoyable outdoor space for my young children to play and will not create any noise or visual disturbances for neighboring properties. Please let me know if you require any additional information to process this request.
Thank you for your time and consideration,
[Your Name]
[Contact Information]
Wrapping Up: Communicating Effectively with Your HOA
Requesting HOA approval for home improvements or modifications doesn’t have to be a stressful experience.
By crafting a clear, concise, and professional letter, you can effectively communicate your plans and demonstrate your commitment to maintaining the quality and aesthetics of your community.
Remember to always review your HOA’s guidelines before submitting a request, and be sure to include all relevant details, such as project specifications, material samples, and site plans.
By taking a proactive and transparent approach, you’ll be well on your way to securing the approval you need to bring your vision to life.
Good luck with your projects, and happy home improving!