Introduction

Homeowners Association approvals can make or break small exterior projects. This guide shows what to prepare, why submissions stall, and how to compress approval timelines without risking denials. You will standardize your HOA package, price the admin time properly, and sequence homeowner signoff with HOA review to keep schedules predictable. Along the way, you will see how a voice-to-proposal workflow helps capture details quickly and send e-signature ready proposals that align with common HOA requirements.

Table of Contents

• Key Takeaways
• Know The Rules Before You Quote
• Build A Bulletproof Submission Package
• Sequence Client Signoff And HOA Approval
• Plan Lead Times And Seasonal Windows
• Price HOA Admin Time Without Friction
• Frequently Asked Questions
• Conclusion

Key Takeaways

• Community Associations Institute data indicates about 29% of U.S. residents live in associations across roughly 365,000 communities; expect HOA rules on most exterior projects.
• Typical Architectural Review Committee (ARC) timelines are 14–30 calendar days; complete packages often get responses in 7–10 days, while incomplete ones can stretch to 45+ days.
• Practitioner reports show roughly 1 in 3 first submissions are returned for missing details; standardized packages reduce returns by 50% or more.
• Digital e-signatures commonly shorten homeowner turnaround by 2–5 days versus paper, keeping applications moving toward ARC meetings.
• Admin time averages 1.0–1.5 hours per submission; at a loaded office rate of $55–$85/hour, budget $60–$130 per application to protect margin.

Know The Rules Before You Quote

The Problem

Quoting before reviewing HOA rules invites scope changes, color conflicts, or material substitutions that cost time and credibility. According to CAI member guidance, many associations restrict fence heights, roofing colors, and façade materials, and require neighbor notifications for visibility changes. Missing these constraints leads to redesigns and re-pricing.

The Solution

• Collect the CC&Rs and current ARC guidelines before pricing. Confirm setbacks, height limits, approved color palettes, and product lists.
• Check submission cycles: many boards meet monthly with a 30-day response window; timing your submission can save weeks.
• Capture homeowner preferences and HOA constraints in one pass. Use a voice-first workflow to record site conditions, proposed colors, and product SKUs, then convert to a clear proposal ready for e-signature.
• With Donizo, contractors can speak, type, and add photos to generate a professional proposal fast, then send a branded PDF (paid plans) for review and signature.

Example

A fence installer in a 500-home community reviewed ARC rules upfront and learned cedar boards had to be stained in HOA-approved colors. They captured color options via voice notes on-site and included stain swatches in the proposal. Result: ARC approval in 9 days against the previous average of 21 days, and no re-pricing.

Build A Bulletproof Submission Package

The Problem

ARC committees frequently return applications for missing details like site plans, color codes, and product cut sheets. Field feedback shows about 33% of first-time submissions get at least one request for information. Each back-and-forth can push projects to the next monthly meeting.

The Solution

Assemble a standard HOA submission packet that covers the essentials for most exterior jobs:

• Cover letter with homeowner and contractor info, project summary, and proposed start date
• Site plan or marked satellite image showing location, dimensions, and setbacks
• Product data sheets and color codes (roofing, siding, fencing, doors, paint)
• Elevation photos with annotations (before images) and visual mockups if required
• Neighbor acknowledgment if stipulated (for visible changes)
• Proposed work hours and debris handling plan to address community rules

Example

A roofing contractor preparing for a 62-home subdivision rebuilt their submission template. They added annotated photos, exact shingle codes, and a dumpster placement sketch. Approvals came in 7–10 days instead of 28–30, and the re-submittal rate fell from 40% to 12% across 14 homes. According to their records, this saved roughly 2–3 weeks of schedule float per roof in peak season.

Sequence Client Signoff And HOA Approval

The Problem

Starting procurement before homeowner and HOA approvals risks return fees and storage costs. Waiting for paper signatures slows the process and can miss ARC meeting cutoffs.

The Solution

• Use conditional acceptance: homeowner signs a proposal contingent on HOA approval. Make the validity date align with the ARC review window (e.g., 30 days) and note price review after that window.
• Collect e-signatures to trim idle time. Industry data shows e-signature reduces homeowner turnaround by 2–5 days versus wet signatures.
• Convert approved proposals to invoices once HOA approval lands to keep cash flow aligned with scheduling.
• With Donizo, send the proposal for e-signature and, once accepted, convert to an invoice in one click (paid plans include invoicing and payment tracking). The client can access the PDF via email and client portal.

Example

A deck builder synchronized their cut-off: proposals set to expire 35 days after signature to cover a 30-day ARC window. Using e-signatures, average client turnaround fell from 6 days to 2. Materials were reserved only after approval, eliminating $400 average restocking fees they previously incurred twice per quarter.

Plan Lead Times And Seasonal Windows

The Problem

Even perfect submissions can be delayed by meeting schedules, permits, and weather. If you do not buffer properly, crews idle and margin erodes.

The Solution

• Timeline anchors:
  • ARC review: plan 14–30 days; some communities respond faster with complete packages.
  • Permits (if applicable): 3–10 business days for simple exterior work in many jurisdictions; verify locally.
  • Materials: shingles 3–7 days, fencing 5–15 days, custom doors 4–8 weeks; confirm with suppliers weekly.
• Seasonal strategy: for weather-sensitive scopes (roofing, exterior paint, concrete), offer two start windows and tie them to HOA approval dates.
• Communicate a start target as “Approval + 5–10 days” to allow mobilization and neighbor notifications.

Example

An exterior paint crew in the Southeast built a rolling plan: submissions every Monday, ARC meetings on the third Thursday, and starts the following week. By aligning packages to the meeting cadence, they raised on-time starts from 64% to 89% over one quarter and reduced rain-day shuffles by planning two-week windows.

Price HOA Admin Time Without Friction

The Problem

HOA submissions consume real office hours—gathering specs, marking photos, and revising. If you do not price it, you pay for it.

The Solution

• Benchmark your admin: most small contractors report 1.0–1.5 hours per initial submission and 0.5 hours for a re-submittal.
• Use a loaded office rate of $55–$85/hour to set a predictable fee. That equates to roughly $60–$130 for initial applications.
• Present it clearly: “HOA Architectural Submission Service: includes annotated photos, product specs, color codes, and site plan. Waived if HOA not required.”
• Document deliverables in the proposal so clients see the value and fewer complain about the fee.
• With a voice-first capture, you can assemble the submission summary in minutes and export a clean PDF. Donizo’s advanced templates (Autopilot plan) also support multi-language proposals for communities requiring bilingual documentation.

Example

A siding contractor added a flat $95 HOA submission line with a clear deliverables list. Client pushback dropped after they attached the annotated package. Over 40 projects, they logged 58 hours of admin cost recovered and cut re-submittals by half due to standardized content.

Frequently Asked Questions

Do I Need Both An HOA Approval And A City Permit?

Yes, when required. HOA approval governs community standards and aesthetics; municipal permits address building code and safety. Many exterior projects need HOA approval even when no permit is required. Always check both to avoid stop-work orders.

How Long Do HOA Approvals Usually Take?

Most CC&Rs specify a response within 30 calendar days. Complete, well-documented packages often receive decisions in 7–10 days, while incomplete submissions can push decisions to the next meeting 3–4 weeks later. Time your submission to the ARC meeting schedule.

Can I Start Work After The Homeowner Signs But Before HOA Approval?

Do not start until the HOA issues approval. Proceeding early risks fines, mandated removal, and reputational damage. Use a conditional acceptance in your proposal and communicate a tentative start date of “Approval + 5–10 days.”

How Long Are HOA Approvals Valid?

Policies vary, but many associations set validity between 6 and 12 months from approval. If work cannot start within the window, request an extension in writing before the approval expires.

What Causes Most Rejections Or Delays?

Missing or vague information: no site plan, no color codes, generic product descriptions, or unaddressed debris and work-hour rules. Standardize your package and include a debris plan and exact manufacturer codes to prevent re-submittals.

Conclusion

HOA approvals are predictable when you front-load the rules, standardize submissions, align signatures with meeting cycles, and price the admin time. Expect 14–30 days for review; set proposals to cover that window, and use e-signatures to trim days off homeowner turnaround.

To gather details fast and send clean, signable proposals, use Donizo. Speak your site notes, add photos, generate a professional PDF, collect e-signatures, and convert accepted proposals to invoices in one click. Contractors report saving 2–3 hours per week on admin when they switch to a voice-to-proposal workflow—time you can reinvest in winning the next HOA approval.