A guide to HOA approval

What is HOA approval?

In New England, HOA approval is the process of getting permission from your homeowners association (HOA) before making certain changes to your property. Whether you're planning a renovation, updating your landscaping, or making an exterior modification, most HOAs have guidelines in place to keep the community looking consistent and well-maintained.

Every HOA has a unique set of governing documents that outline what’s allowed and what requires board approval. Some associations also have an Architectural Review Committee (ARC) that reviews requests for structural and design changes.

While it may feel like an extra step, the approval process can help protect property values and prevent conflicts between neighbors. If you're not sure whether your project needs approval, checking your community’s guidelines and reaching out to your property management company can help you avoid unnecessary delays.
 

When is HOA approval needed?

The need for HOA approval depends on the nature of the project or request. While specific requirements vary from one association to another, there are a few common scenarios where approval is typically required in New England communities:
 

Exterior home modifications

If you plan to modify the exterior of your home, whether by adding a deck, painting your house a new color, or replacing windows, HOA approval may be required. These modifications can affect the overall appearance of the neighborhood, so associations often regulate them to maintain consistency.
 

Landscaping changes

Many New England HOAs have guidelines regarding lawn maintenance, fencing, tree removal, and garden additions. Homeowners who wish to install a fence, build a retaining wall, or add hardscaping elements such as patios or pathways often need to submit a formal request.
 

Additions or structural changes

Projects that alter the structure of a home, such as adding a second story, enclosing a porch, or installing a new roof, may require approval. These changes can impact property lines, drainage, and even neighborhood safety.
 

Rental and leasing requests

Some HOAs regulate short-term and long-term rentals. If you’re planning to rent out your property, you may need approval to comply with association rules regarding lease durations, tenant screening, and rental caps.
 

Selling your home

When selling a home within an HOA, approval may be required for disclosure documents and resale certificates. These documents can provide buyers with information about the association’s financial health and governance, supporting a smooth transition of ownership.

Some HOAs also require approval for smaller modifications, like adding a decorative mailbox or placing a storage shed in your backyard. Always review your governing documents and any HOA guidelines specific to your neighborhood. When in doubt, it’s best to reach out directly to your HOA or property management company.
 

HOA renovation rules

Home improvement projects can add value to your property, but within an HOA, they must align with established guidelines. Renovation rules vary by community, but common restrictions may include:

• Architectural consistency: Associations often require that exterior materials and colors match the existing style. In a coastal Rhode Island community, for instance, you might be asked to keep to neutral, nautical tones.
   
• Professional standards: Some HOA bylaws specify that contractors must be licensed to handle certain projects. This can help reassure neighbors that updates meet code requirements.
   
• Permits: Even if your project has HOA approval, you may still need local permits from the city or town.
   
• Noise restrictions: Work hours may be limited to avoid disturbing neighbors. While many HOAs follow similar daytime work schedules, local noise ordinances may also come into play.
   
• Project timelines: Homeowners are often required to complete renovations within a set timeframe to avoid prolonged disruptions.
   
• Environmental preservation: In scenic areas, boards may prioritize protecting local greenery or preventing erosion. For example, removing large trees may trigger an extra layer of review to safeguard the neighborhood’s natural appeal.

How to get HOA approval

Securing HOA approval doesn’t have to be complicated. By approaching the process strategically, homeowners can avoid unnecessary delays and streamline their projects.

1. Review your HOA’s governing documents

   Before submitting a request, review your association’s governing documents to determine whether your proposed changes align with existing policies.
    

2. Prepare a detailed proposal

   Most HOAs require homeowners to submit a formal application outlining the scope of their project. This typically includes:
    
   • A description of the proposed work
      
   • Blueprints or sketches, if applicable
      
   • Material samples and color swatches
      
   • Estimated project timeline
      
   • Contractor details



3. Submit your request early

   HOA approval is rarely instantaneous. Many associations have set review periods, which can vary but often require 30 to 60 days for processing. Submitting your request early helps avoid unexpected project delays.
    

4. Communicate with your HOA or property manager

   If your association is professionally managed by FirstService Residential, your property manager can be a valuable resource. We have helped residents across New England understand the HOA approval process and provided insight into common approval challenges.
    

5. Attend HOA meetings (if needed)

   For major projects, your HOA board or ARC may invite you to a meeting to discuss your request. This can help you clarify your plans and address concerns in real time.

By following these steps, homeowners can improve their chances of receiving approval without unnecessary back-and-forth delays.
 

What to do if you are denied

Even with a well-prepared application, an HOA may deny a request. If this happens, there are steps homeowners can take to navigate the situation effectively. First, review the association’s response carefully. Common reasons for denial include:

• Non-compliance with architectural guidelines
   
• Failure to provide necessary documentation
   
• Aesthetic or structural concerns
   
• Potential conflicts with local regulations

Many HOAs provide a written explanation for denials and may offer homeowners an opportunity to resubmit or appeal. If the issue is something minor, such as a color choice or material type, consider adjusting your proposal to better align with HOA guidelines. In some cases, small changes to a proposal can help align with HOA guidelines and improve the chances of approval, rather than starting from scratch. Additionally, some HOAs offer an appeal process for denied applications. This may involve presenting your case before the board or committee.
 

Work with an experienced property management company

Navigating HOA approval can feel overwhelming, but it doesn’t have to be. With the right approach and resources, homeowners can successfully complete projects while remaining in compliance with association guidelines.

FirstService Residential has decades of experience supporting HOA communities throughout New England. Whether it’s assisting board members with architectural reviews or helping homeowners navigate approval processes, our team can offer expertise, efficiency, and service-driven solutions.

Contact FirstService Residential today for more information.