[3 Sample] Letter To HOA Requesting Fence

[3 Sample] Letter To HOA Requesting Fence

Here is an example letter that you can use to create your own HOA fence request letter if you want to ask your homeowners association for permission to erect a fence.

Keep your correspondence with your HOA brief, to the point, and courteous. Keep your stance steadfast and allow open for further discussion. 

Additionally, you should consider the board's potential concerns and provide information or potential solutions to address them.

When sending a letter to your HOA asking for a fence, use this sample. After that, you should send your letter and save a copy for your files. 

Additionally, be certain that you have given them the means to get in touch with you so they may inform you of their choice.

How much time will the HOA need to approve my fence?

A final judgment often takes a few weeks to arrive. A hasty choice may be made in a week, while a more thorough one might take up to almost two months. However, the approval procedure normally moves more quickly the more information you provide your HOA and if your fence is built in accordance with the CC&R.

Unfortunately, the majority of HOAs don't have many meetings and can take a long to reply to inquiries. So, if your HOA is particularly delayed, be sure to keep track of how, when, and with whom you followed up so that you can share that information.

After three or four weeks, if they haven't responded, you should state how many times you've followed up and that you won't proceed until you hear back.

In the end, provide plenty of time for planning and construction of your fence so that there is room for delays.

What Can I Do to Hasten the Process of Approval?

• Follow-up - If the procedure is taking some time, you should routinely check in with your HOA. Usually, your HOA will acknowledge receipt of your request for approval within a week.

• Meet in person - Another option is to arrange a face-to-face meeting with an HOA board member to go through your ideas and seek input. This might hasten the procedure since you'll then have a smiling face within!

• Bring your questions ready, but only after you've read the rules for yourself. To discuss your particular inquiries as a group, put them in writing. You should keep track of who you phoned, when, and what you discussed.

• Last but not least, give your HOA a due date for their answer. HOAs are infamous for taking their time, but if you set them a deadline to meet, it could be helpful. If there is a deadline we must fulfill, as humans, we are considerably more likely to react. Otherwise, procrastination is our default mode.

Naturally, if your HOA has detailed rules about a deadline for replying, then you should refer to them. If not, provide a fair timetable for both parties, usually between one and six weeks. The last thing you want at the beginning of the process is to anger your HOA. Although not every HOA is petty, it just takes one person to ruin your life!

1. HOA Fence Approval Sample Letter

To,
The Board of Directors,
Name of HOA.

[Address]

Referring to the desire for a fence.

I'm writing to let you know that my family and I just moved into a home number [345] in the [Name of HOA, State]. Our children are young and want to play outside in the sunshine, so I insist on erecting a fence. 

We are unable to constantly monitor them. Installing a fence around the rear of the home is vital.
I'm hoping the [Name] HOA's board won't complain if I build a fence that is [3'] tall, covers around [8'], and is located at the rear of the home.

Sincerely,
[Name of homeowner].
[Address]

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2. Sample Letter to HOA Requesting a Fence

[From]
[Address]

[Phone]

[Date]

TO: (Association name)

IMMEDIATE NOTICE IS GIVEN OF THE FOLLOWING:

I'm letting you know in this letter that I want to construct a fence around my land. I have researched the CC&Rs and spoken with (BOARD MEMBER NAME) on how to construct a fence that complies with HOA rules.

Fabric will be used to construct the fence. I intended to construct it __ feet away from my house and __ feet tall. The size is going to be _ by. It will be _ color. (Include any extra details about your HOA-specific rules and how you intend to abide by them.)

For the construction of this fence, I have been in communication with ___ (construction business). For your further information, I have also included extra papers, including plans.

Please provide a confirmation of receipt of this request as soon as you can, and confirm that you can make a decision by that time, or provide a realistic period by which I may anticipate your decision since I would want to start construction within __ weeks.

I'll follow up with you if I don't hear back from you within the next week.

Sincerely,
[Your signature and name]

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3. Sample letter to HOA requesting repairs

The example letter provided below may be used to contact your landlord and ask for repairs. Please feel free to modify as needed to suit your needs.

[Name of Tenant]
(House number, street number)
City and State

[Date]

[Name of Landlord]
(House number, street number)
City and State

Dear [Name of Landlord]:

I'm requesting a repair at my unit in this letter. There is a serious security risk since the main door's lock is broken. Additionally, the loose tiles on the kitchen floor have led to many floor fissures.
I brought up the problem with building management on [date], and now I'm following up by writing to you.

I really ask for a speedy resolution to these problems. You may get in touch with me at [email] and [contact number] if you have any queries about the matter. 

So that I can make sure I'm home when the maintenance guy comes, if you could let me know before sending someone for the repair.

I appreciate your quick response to this issue.

Sincerely,
[Name of Tenant]

 

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Three things to know regarding letters of approval

The important information concerning HOA permission letters is shown below. These considerations are typically valid for all projects, even if each organization may have a distinct approval procedure.

1. Homeowners must first make a request for an architectural modification.

The project approval procedure should be included in your association's CC&Rs, which should also specify which paperwork owners must submit to the board. 

As an alternative, this procedure may be made online so that, with the right software, owners can make requests for architectural changes via their individual accounts. 

The management and approval of digital submissions are substantially simpler, and boards don't wind up with mountains of paper applications.

When requesting an architectural alteration, homeowners must adhere to the association's official procedure. 

The applications for architectural alteration requests and architectural variance requests may use the same form or may need different applications, depending on the association's standards. 

For review, they will, however, often use the same procedure. Typically, the procedure proceeds as follows:

• The owner requests permission from the architectural review committee. The application will probably need a description of the property's location, information on the planned project, and a timetable estimate. The owner may also be required to get the application signed by their neighbors to confirm to the committee that they are aware of the request.

• A list of supporting papers may also need to be supplied with the application, depending on the project. The committee could demand to examine copies of surveys, permits, or architectural designs.

• A meeting of the architectural review committee will be held to examine applications. The architectural review committee should be examining applications for conformity with architectural criteria in accordance with its operating guidelines and obligations to the organization.

• The review committee will typically provide its recommendations to the board of directors. The board will ultimately decide whether to accept or reject the application.

• The CC&Rs of the organization should provide a deadline for the review committee and board of directors to respond to residents' questions. These deadlines must be followed by boards. If an owner chooses to pursue the case, the board may face legal problems if it doesn't respond within the prescribed period of time.

• Typically, requests for architectural variances—changes that would diverge from the standards outlined in the guidelines—will not be accepted. The governing agreements may, however, provide for exceptions in exceptional or unusual conditions or situations when an owner is going through a lot of difficulties.

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2. Conditional approval letters are possible.

When a board approves a change, permission often comes with a number of requirements. For instance, the modification can be subject to a deadline or the owner would still need to get permission from the city before the project can be finished.

The permission letter should make any conditions very clear. Conditions must be fair and enable the owner to finish the project in a reasonable length of time. It would be unjust to demand that a property owner fix their roof in a single weekend, but they also shouldn't be given the choice to put off the process for months.

3. Electronic permission letters are more effective to send.

The board may email permission letters to members, or members may handle requests for architectural modifications using property management software like Condo Control, provided your organization allows the electronic transmission of papers. 

The board may vote on and answer to any request made by an owner via their account without ever having to convene in person. The owner will get permission letters sent by the board via the platform as attachments as soon as they are sent.

This is quite helpful, particularly for applications with time constraints. The applicant gets a response more quickly and there is no time lost in sending the letter. Additionally, the organization manages to reduce its printing and postage expenses.

Can an owner challenge a judgment?

Boards must sometimes reject proposals because they are unable to grant all requests for architectural changes. Unless it is arbitrary, a board's decision on an application for an architectural change is often final. 

However, depending on what the governing articles of the association state, a homeowner may appeal to the board of directors within a certain period of time (often 30 to 45 days) after the board of directors' decision.

Be very cautious and pay close attention to the appeals procedure.

What if a project is started by an owner without permission?

The board has the power to suggest that an owner "reverse" any work they have already completed if they have violated the association's rules or standards without first submitting a formal request for an architectural modification. A fine might potentially be imposed by the board.

It is extremely advisable that the board communicate with the homeowner first before taking any further action. Maybe there was merely a misunderstanding or a breakdown in communication that may be resolved by starting a straightforward dialogue.

Write down the chat once you've spoken. Before moving forward with the project, send the owner a letter outlining the regulations they have broken and outlining the corrective actions they must do. 

The letter should contain the violation date, a description of what occurred, suggestions for how to fix the violation, and a deadline for finishing the necessary remedial steps. 

You could also mention the penalties the homeowner will have to pay if they continue to break the rules. Finally, a copy of the regulation that was breached should be included in the letter.

The owner would get a formal violation notice as the following step if the chat didn't encourage them to follow the rules. To resolve the issue, the homeowner is entitled to a hearing before the board. The board may opt to waive the fee if the owner makes a compelling argument against it.

 

Legal action could be necessary if, after all of this, a settlement cannot be reached. Because lawsuits may be expensive and time-consuming, going to court should only be an absolute last choice.

Conclusion

Good news always arrives in approval letters. When discussing HOAs particularly, applicants who have requested to make an outside architectural improvement to their property often get clearance letters. This may be for a new deck, a small pool, a different color of paint for their door, or even a different kind of grass.

The board should be authorized to grant the homeowner's request as long as it is reasonable and does not violate any of the bylaws of the association. Any requirements that the owner must adhere to, such as deadlines or restricted work hours, will be included in the permission letter.

Although approval letters may be issued by regular mail, adopting digital communication will speed up the procedure for all parties and ease the workload of the board members.

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