Planning to make exterior changes to your property? Here's a friendly guide to help you understand the architectural review process and ensure your modifications are approved smoothly.

The process starts when you, as the property owner, submit a request for architectural change, also known as a modification requests.

Not sure how this works or need help with the process? Check out the relevant article on how to submit a modification request.

After submitting your request, it's time for the review. This has at least two phases, but may include more depending on your association, escpecially if it's part of a master association.

All-In-One Details Review

The first thing you'll receive is an automated email letting you know that your request has been submitted. When you receive that, it means it has been uploaded for our team, but is not under review yet by your association's architectural committee. Our specialist will review the request for any general missing information, but not specifics.

For example, if it's a paint request, our team member may check to make sure the paint colors are listed, but not if those colors match the Association's standards.

If our team identifies any missing information, you’ll receive an email requesting that information before it can be reviewed by your committee.

If all basic information looks to be included, our specialist will push the request through to your association's architectural committee to review. When this happens, you'll receive an email, letting you know that the request is under review and specifying the maximum number of days the committee is allowed for their review. This maximum number is typically between 30-60 days, but the specifics for your association will be laid out in the Declaration of Covenants.

Architectural Committee Review

Now, it's time for your association's architectural committee to review the request. Their review is to ensure the project matches the community’s rules, regulations, and aesthetic standards, and it's subject to a time limit to ensure you receive an answer in a timely manner.

If the Architectural Committee identifies any additional information needed to continue their review, they will put the request on hold and send an automated email, requesting the additional information. If this happens, follow the instructions on the email to submit this additional information. Once received, the Committee will resume their review, but if no additional information is submitted, the project will be withdrawn from the system within 2-3 months after the request for additional information email was sent. You'll receive an email about the withdrawal, and if you'd like to resume the review after, you'll need to resubmit all the project information, including the additional information requested, as a new modification request.

Finally, once the Architectural Committee finishes their review, they'll vote on a decision. The majority vote determines the final decision.

Decision Sent

Once this final decision has been made and submitted by the designated person within your architectural committee, you'll receive an automated email with the decision.

Here are the most common decisions and what they mean:

• Approved: The project is approved as submitted, and you can begin work as planned.
• Approved with Conditions: The project is approved with additional conditions that must be followed.
• Approved with Information: The project is approved, and the committee provides additional information or advice.
• Grandfathered: A rare approval for projects that fall under an established precedent despite changes in rules.
• Declined: The project cannot proceed as it does not follow the community’s rules. The letter will specify what changes should be made before resubmitting.

Appeal

If you don’t believe the Committee’s decision is fair, ask our team about your appeal options. Make sure to appeal as soon as possible, as some associations have time limits for appeals.

Beginning the Project

Once you receive approval and begin work on your project, make sure your scope of work follows what was approved. If any details in your scope of work change (such as materials, placement, color), make sure to resubmit with the updated details. For example, if a paint color is out of stock and needs to be changed to a similar but different shade, or if the plan for where your fence will be installed changes. This will help avoid any future issues and help your remain within compliance.

Most associations' governing documents require that a modification request must be submitted for any exterior changes to the lot. This often includes all aspects of the exterior property, even the backyard.

Failure to submit for an exterior change in advance can result in compliance letters and fines. In more extreme cases, especially, but not limited to, when the exterior change that wasn't submitted is against the governing documents, you may also be required to revert the property back to the state it was before the change, have the association perform remediation to reverse the exterior change and have the charges for this work applied to the property owners' account, or have other legal enforcement actions taken against your property.

Therefore, it's always best to get in the habit of submitting for any exterior change as part of your planning phase for the project. Of course, every association differs slightly with their rules, so make sure to check out your association's governing documents in your property owner account. If you have any questions about reading these documents, accessing your account, or submitting a modification request, let us know. We're here to help!

• Be Thorough: Ensure all required information is included in your request.

• Stay Informed: Keep track of the review timeline and any additional information requests.

• Communicate Clearly: If you have any questions or need assistance, don’t hesitate to reach out to our Modifications specialists.