Architectural review can be one of the most challenging parts of HOA leadership, not because your board or committee wants to make things difficult, but because homeowners often want quick answers and the documents be hard to navigate.

Have you ever asked:

  • “Is this even something we can require approval for?”
  • “Where does it say fences have to be a certain style?”
  • "What's the difference between the Declaration of Covenants and the Design Standards?"
  • “How do I make sure our current decision is consistent with past ones?"

You’re in the right place!

A solid architectural review process starts with one core skill: knowing how to find and apply the right rule in the right document. And this article is focused on how boards and review committees can do exactly that.

What Architectural Review Actually Means

Architectural review is the process the association uses to review exterior changes, so the community stays aesthetically consistent, safe, and aligned with the governing documents.

Common requests include:

  • Fences
  • Exterior paint colors
  • Roof replacements
  • Landscaping changes
  • Sheds or outbuildings (if allowed)
  • Patios, decks, screened porches
  • Exterior lighting, flags, fixtures, or solar equipment

Of course, all of this will vary depending on your specific association.

Usually, the association appoints a committee of property owners, often called the Architectural Review Committee (ARC) or Architectural Control Committee (ACC), to handle these requests. If no committee exists, the Board of Directors takes on this responsibility.

The thing to keep in mind is that architectural review authority does not come from “what we prefer.” It comes from your documents.

Where to Find Architectural Review Rules & Requirements

Most associations have architectural review guidance spread across a few places. Knowing what each document usually contains makes the process much easier.

1. Declaration of Covenants (CC&Rs)

This is your primary "authority" document.

It's usually where you find the association’s power to require approval and enforce standards.

Common ARC-related sections include:

  • “Architectural Control” or “Architectural Review”
  • “Use Restrictions” and “Property Maintenance”
  • “Easements” and “Common Area” (sometimes affects exterior changes)
  • “Enforcement” provisions
  • “Definitions” (helps clarify what counts as an “improvement,” “structure,” or “lot”)

What you often learn here:

  • Whether approval is required at all
  • What types of changes require approval
  • Whether there are default approval timelines or committee authority
  • Whether the board can create design guidelines or rules
  • Enforcement tools if someone builds first and asks later

2. Design Guidelines or Architectural Standards

This is the “how it should look” document.

It's typically where the specifics live, especially for aesthetics.

This document often includes:

  • Approved fence styles and materials
  • Paint color guidance
  • Roof material requirements
  • Landscaping standards
  • Placement rules (setbacks, visibility, height)
  • Submission requirements (what owners must provide)

Design guidelines are usually the first place you look for details. They work best when they are clearly tied back to the Declaration.

3. Rules and Regulations

This is the “daily policy and process” document.

Rules often include process-related guidance, even if the specifics live in the Design Guidelines.

You may find:

  • How to submit an ARC request
  • Timelines and review cadence
  • Fine schedules or enforcement steps (sometimes in a separate policy)
  • Limitations on work hours, signage, dumpsters, or contractor conduct

4. ARC Forms, Checklists, and Published Procedures

These are the “do this, submit that” tools.

Some communities have a formal architectural request application (sometimes called a modification request), checklist, and decision letter templates.

These are helpful because they standardize:

  • What information is needed
  • How decisions are documented
  • How conditions are communicated

If your association does not have these, creating them can dramatically reduce confusion.

When you work with a management company, they typically have standard forms and letter templates for the architectural review process.

At All-In-One, our associations utilize an online platform for architectural review. Residents can easily submit project requests online, and the platform features a comprehensive review and voting system that keeps track of all submissions, project histories, deadlines, and committee member activities. When decisions are made, digital letters are automatically created and sent out. And if there’s any confusion during the whole process, our architectural review specialist is there to answer any questions.

5. Plats, Surveys, and Site Plans

These are your “specific case scenario” references.

For questions about placement, setbacks, and easements, boards sometimes need to reference:

  • Recorded plats
  • Community maps
  • Easement language
  • Lot configuration standards

These usually come up with fences, sheds, drainage changes, or anything near common areas.

How to Approach Making an Architectural Review Decision

When a request or dispute lands in front of your committee or board, it helps to follow a standard process. Here’s one we recommend:

Step 1: Identify What the Homeowner is Actually Asking For

Before you open documents, clarify the request in one sentence:

  • “Owner wants to install a six-foot privacy fence in the backyard.”
  • “Owner wants to repaint trim a new color.”
  • “Owner wants to add a shed near the rear property line.”

This makes it easier to know what to look for in the documents, so you spend less time searching for irrelevant information.

Step 2: Confirm Whether Approval is Required

If you’re not sure whether a particular project is permitted or requires prior approval, begin by consulting the Declaration. For example, you may need to determine if approval is necessary when repainting your home the same color, or if constructing features such as a treehouse or installing a pool/spa area is allowed.

Look for architectural control language and any lists of restricted improvements. If the Declaration is clear that the project is typically permissible and approval is required, you have your foundation.

If the project is clearly not allowed or it doesn't require approval, that’s a chance for you to consult with the rest of your committee/board to determine the best way to move forward. You may decide to put a policy in place for similar projects in the future to receive an automatic denial or approval.

Step 3: Find the Specific Standards

Once you know approval is required, look for the details:

  • Materials
  • Height limitations
  • Location and placement rules
  • Approved colors or styles
  • Anything required for submission (photos, diagrams, samples)

This information is usually in the Design or Architectural Standards. If not, check the Rules and Regulations or the Declaration, as those documents may also address it.

Step 4: Check for Definitions that Change the Meaning

When a rule refers to “structure,” “improvement,” “exterior modification,” or “lot,” it may be worth checking the definitions section. These definitions can significantly impact how the rule should be interpreted and applied.

Step 5: Review Your “Similar Past Decisions”

Consistency is one of the strongest defenses a board has. If you approved something similar in the past, that past decision matters.

Here’s a way you may approach this:

  • Find 1 to 3 similar approvals or denials
  • Compare the facts, not just the outcome
  • Note whether the governing documents have changed since then

If your association uses an online architectural review platform, like our associations have access to, you can quickly find past decisions by project type. Otherwise, make sure to organize records so future reference is simple.

Step 6: Make the Decision Clear

When you approve or deny, include:

  • The section name or number
  • The key standard being applied (cite where it comes from)
  • Any conditions of approval
  • Next steps, including inspection or follow-up if needed

This ensures homeowners feel respected and safeguards the association if the decision is challenged later.

FAQ: ARC Documents & Decisions

Where should we look first when an architectural review question comes up?

Start with the Declaration to confirm authority, then check the Design Guidelines for specifics, then the Rules and Regulations for process details.

What if the Design Guidelines are silent on a request?

Check whether the Declaration covers it more generally, review similar past decisions for consistency, and consider whether the board should clarify the guideline for the future.

Can we enforce something that is only in a guideline and not in the Declaration?

It depends on your documents and how the guidelines were adopted. When in doubt, a quick legal review helps ensure the standard is enforceable and applied fairly.

How do we avoid accusations of favoritism?

Use consistent standards, keep decisions documented with references, and maintain an archive of past decisions to support consistency.

What should we do if an owner starts work without approval?

Follow your enforcement process as written in your documents. Most boards do best when they respond calmly, document the situation, and apply the process consistently.

Closing Thoughts

Architectural review becomes much less stressful when committees/boards treat it like a document-guided process instead of a case-by-case debate.

When you know where standards live, how to look them up, and how to document decisions clearly, homeowners get faster answers and the board gets fewer repeat conflicts. Everyone benefits from a process that feels fair, predictable, and consistent.