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Updated: 13 August 2026

ARC Request

Submitting an Architectural Review Committee (ARC) Application

If you are planning any exterior modifications, improvements, or changes to your property, you may be required to submit an Architectural Review Committee (ARC) application for review and approval before starting any work. ARC applications help ensure that all modifications comply with the Association’s governing documents and community standards, helping maintain the overall appearance and harmony of the community.

This guide will walk you through the ARC application process step by step and help you navigate the tools and features available through your VirtualHOA.com account.

WHAT MAY REQUIRE ARC APPROVAL?

You may need ARC approval for any exterior changes, including but not limited to:

  1. Painting (exterior colors)

  2. Landscaping changes

  3. Fencing installation or modifications

  4. Window or door replacements

  5. Satellite dishes or antennas

  6. Solar panels / EV chargers

When in doubt, submit an application! It's better to ask than to make unapproved changes.

STEP-BY-STEP SUBMISSION PROCESS

STEP 1: Gather Your Required Documents

Before you start your application, collect the following:

✓ Detailed plans or drawings showing:

  • Dimensions and measurements

  • Location on your property

  • Materials to be used (with samples or photos if possible)

✓ Material descriptions including:

  • Brand names and model numbers

  • Colors (paint chips or color codes)

  • Specifications

✓ Construction schedule with:

  • Estimated start date

  • Estimated completion date

✓ Contractor information (if using a contractor):

  • Company name and contact information

  • Proof of insurance (certificate of insurance)

  • Valid contractor's license

✓ Permits (if required by the city/county)

  • Check with your local building department first

✓ Photos of the current condition of the area to be modified

STEP 2: Notify Your Neighbors

Before submitting your application, if your project may impact neighboring properties (noise, sightlines, shared walls, etc.), you should notify those neighbors. This is a courtesy and helps prevent disputes.

STEP 3: Complete the ARC Application Form

  1. Log into the HOA Portal at https://home.virtualhoa.com/

  1. Navigate to the ARC Application section

  1. Fill out all required fields including:

  • Your contact information

  • Property address

  • Detailed description of the proposed work

  • Contractor information (if applicable)

  1. Upload all supporting documents you gathered in Step 1 by Drag & Drop, Select or by scanning the QR Code.

STEP 4: Submit Your Application

  • Review everything carefully for completeness

  • Click "Submit"

  • You'll receive a confirmation email after a few minutes.

  • Save your application number for tracking purposes

STEP 5: Track Your Application Status

  • Log into the HOA portal to check your application status

  • You can communicate with management through the portal

  • Approval may take up to 30 days, so plan accordingly

  • You may be contacted if additional information is needed

STEP 6: Wait for Official Approval

⚠️ IMPORTANT: DO NOT START WORK UNTIL YOU RECEIVE WRITTEN APPROVAL!

  • You will receive an official approval letter via email

  • Make sure all contingencies (if any) are cleared before starting

  • Unapproved work may result in fines and required removal

STEP 7: Complete Your Project

Once approved, you may begin work following these guidelines:

Construction Hours:

  • Weekdays: 8:00 AM to 5:00 PM (unless noise is fully contained within your unit)

  • Check your approval letter for any specific restrictions

During Construction:

  • Keep work areas clean and safe

  • Do NOT store or throw away materials in common areas**

  • Take progress photos

IMPORTANT REMINDERS

✓ You are responsible for:

  • Quality and safety of all work

  • Future maintenance of modifications

  • Any impact on adjacent properties or common areas

  • Compliance with all city/county codes and regulations

✓ ARC approval covers design compliance only - it does not guarantee the engineering quality or structural integrity of your project.

✓ Keep your approval letter - you may need it for future reference or resale

QUICK TIPS FOR A SMOOTH PROCESS

  1. Submit early - Allow at least 30-45 days before you want to start work

  2. Be detailed - The more information you provide, the faster the review

  3. Include photos and samples - Visual aids help the committee understand your vision

  4. Communicate - Respond promptly if additional information is requested

  5. Follow the rules - Approved projects that deviate from submitted plans may require resubmission

Thank you for helping maintain the beauty and value of your community!

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