Condo Template: Request for Architectural/Modification Approval
This template is used when a unit owner wishes to make a change to their unit that affects the exterior, common elements, or structure, and requires board approval.
[Your Name(s)]
[Your Unit Number]
[Your Address, including Building Name if applicable]
[Your Phone Number] [Your Email Address]
[Date]
[Condo Association Board of Directors/Architectural Review Committee]
[Condo Association Name]
[Condo Association Address]
Subject: Request for Architectural/Modification Approval - Unit [Your Unit Number] -
[Brief Description of Project]
Dear Board of Directors/Architectural Review Committee,
I/We, the owner(s) of Unit [Your Unit Number], respectfully request approval for the following proposed modification(s) to my/our unit:
1. Description of Proposed Modification(s): [Provide a detailed description of the project. Be specific. E.g., "Installation of hurricane impact windows on all exterior-facing windows," "Replacement of front door with a new door of identical style but different color (specify color and material)," "Enclosure of existing balcony to create an additional living space," "Installation of new flooring (specify type, e.g., engineered wood) and removal of existing carpeting."]
2. Reason for Modification (Optional but Recommended): [Explain why you are making this change. E.g., "To enhance energy efficiency and storm protection," "To update the aesthetic of the unit," "To address an ongoing maintenance issue."]
3. Materials to be Used: [Specify materials, brands, colors, and any other relevant details. E.g., "Windows: PGT Industries Winguard series, clear glass, white frames," "Flooring: Armstrong Alterna engineered wood, 'Coastal Driftwood' color."]
4. Contractor Information (if applicable):
- Company Name: [Contractor Company Name]
- Contact Person: [Contractor Contact Name]
- Phone Number: [Contractor Phone Number]
- License Number (if required): [Contractor License Number]
- Insurance Information (attach Certificate of Insurance): [State that COI is attached]
5. Anticipated Start and Completion Dates:
- Proposed Start Date: [Date]
- Proposed Completion Date: [Date]
6. Supporting Documentation Attached: [List all documents you are attaching. This is crucial for approval.]
- [e.g., Plans/Drawings (labeled with dimensions)]
- [e.g., Product Specifications/Brochures]
- [e.g., Color Samples]
- [e.g., Contractor's Certificate of Insurance]
- [e.g., Contractor's License]
- [e.g., Any necessary City/County Permits (if already obtained or application status)]
I/We understand that all work will be performed in compliance with the Condominium Declaration, Bylaws, Rules and Regulations, and all applicable local, state, and federal building codes. I/We also agree to be solely responsible for all costs associated with this modification and any damage caused to common elements or other units during the execution of this project.
I/We are available to meet with the Board or Committee to discuss this request further and provide any additional information required.
Thank you for your time and consideration.
Sincerely,
[Your Signature(s)]
[Your Printed Name(s)]
[Unit Number]
Key Considerations for all Condo Templates:
- Check Your Condo Documents: Always, always, always refer to your specific Condominium Declaration, Bylaws, and Rules & Regulations. These templates are general, and your association may have specific forms, procedures, or required wording.
- Be Specific: The more precise you are with details, dates, and purposes, the smoother the process will be.
- Attach Supporting Documents: If a template mentions attaching documents, ensure you do so. Missing documents are the most common cause of delays.
- Keep Copies: Always keep a copy of what you send for your records.
- Method of Delivery: Send via certified mail, email with read receipt, or hand-deliver and get a signed receipt, especially for critical requests.
These templates should give you a great starting point for various communications with your condo association!
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