Top 10 Common Mistakes Homeowners Make When Submitting to the ARC

If you’re about to submit something to the Architectural Review Committee (ARC) — whether it’s painting your house, adding a deck, installing new landscaping or replacing windows — I’ve got your back. I’ve seen both sides of this: as a homeowner who once started work too soon and as someone who has supported committees trying to keep things fair and efficient.

Let’s walk through the top 10 mistakes homeowners make in the submission process, what you can do to avoid them — and then I’ll wrap with tips for committees + a “pre-submission checklist infographic” you can embed or hand out.

1. Submitting incomplete or vague information

This one’s by far the biggest time-waster.

What happens

You submit a form that says “replace decking” but doesn’t include:

photos of current condition
exact dimensions
materials & colours
location on the lot
or a drawing/plan

Why it creates delays

The committee then has to chase you for the missing bits (which means extra meetings, more mailings, etc.). If deadlines are involved, it pushes things past the cut-off. (CAMS Management)

How you avoid it

Before submitting: gather photos (current + proposed), a simple sketch with dimensions, material sample or specification sheet, colour swatches.
Use the exact form the committee provides. If any field is blank: fill “N/A” or “none”.
Write a clear description: e.g. “Replacing the 10 × 12 back deck with composite board; railing to match existing black metal; location: backyard along east side.”
Keep a copy of your submission (date it, save it) so you have proof you submitted.

2. Starting work before obtaining written approval

I wish I had learned this lesson before hauling lumber on my own back-yard project.

Why it’s a mistake

Even if you’re sure you’ll get approved, starting ahead of time puts you at risk of:

being forced to undo work if the ARC says “no”
fines, stop‐work orders
liability if the work violates local code or HOA rules. (Solume | Smart Community Management)

How to avoid it

Wait until you receive the written approval (email or letter) from the ARC.
If you absolutely must order materials early, mark them “not to install until approval”. But better: wait.
Make a calendar note of the approval deadline and mark “Do not start work until …”.

3. Choosing materials/colors not allowed or outside guidelines

This is a frequent “oops”. You see a great new colour, nails it in your mind — and then realize later it doesn’t match the guidelines.

What the guidelines usually cover

Allowed colours for exterior paint or trim. (Rosedale Master HOA)
Style, material and height limits for fences, decks, additions.
Landscape changes, pool enclosures, solar panels – many ARCs require full specification. (Barrington Community)

Why it delays or blocks approval

If the material/colour is out-of-sync with the community’s rules, the ARC might deny your application or ask you to resubmit with compliant selections — adding weeks.

How to avoid it

Start at the guidelines: get a copy of your community’s governing documents, CC&Rs and the ARC design guidelines. (InfoHOA)
Use the approved colours/materials list if there is one.
Snap photos of nearby houses to check what’s already used.
If you want something different: ask the ARC before you buy materials — a “pre-check” query is worth it.

4. Submitting changes not explicitly required to be reviewed

Sometimes homeowners think “this is minor — no need to submit” and the ARC later says actually yes, you needed to submit. That surprise = headache.

Why this happens

Because sometimes the governing language is vague (“exterior changes”, “alterations”, “visible from public view”), homeowners assume their change is exempt. But ARCs can require submission of things like tree removal, landscape re-grading, or window replacement. (Rosedale Master HOA)

How this causes trouble

Work gets done, then ARC asks you to stop, resubmit, or even reverse the change. You may have purchased materials or done labor already.

Prevent this

Familiarize yourself with the list of what kinds of modifications require submission. Many ARCs list the types: painting, fences, roofs, solar panels, pool cages. (Rosedale Master HOA)
When in doubt: ask the ARC. Document the conversation (email preferred).
If you’re doing something you think is exempt, get a quick confirmation in writing from the ARC saying “No submission required for this change”. Save that.

5. Neglecting to check local zoning/permit requirements in parallel

Approval from the ARC is one thing — but there may also be municipal permits or zoning rules you must follow.

Why this’s important

The ARC is generally about aesthetics & community rules, not necessarily about building code/zoning. (RealManage) If you skip the permit step, you might be approved by ARC but held up by the city. Or worse — local code might reject your build, forcing you to redo or remove.

How to avoid it

Once you know your project, check with your city/county building department about permit requirements (e.g., deck, fence, pool).
Include in your submission a note “owner to obtain all required city permits”.
Keep copy of permit application/approval along with your ARC submission documents.

6. Poor job of location/context documentation

What does this mean? You send a form, but the ARC reviewers can’t clearly tell where on your property the change goes or how it’ll look relative to existing features. They end up asking for clarification.

Why it delays

Unclear drawings/photo context = more questions = more rounds = longer wait. Some ARCs set long review cycles. (Personalized Property Management)

How to avoid it

Provide: photo(s) of the existing condition including surroundings (neighbours, street view, adjacent houses).
Mark on sketch or plan: property lines, outline of your house, where the change happens (e.g., “remove section here”, “add extension here”, “paint area X”).
If the change will be visible from street or neighbour’s view, include that as a vantage.
Note: scale or dimension helps (“10’ from rear property line”, etc.).

7. Not tracking submission & review timelines

You submit, then you forget. Weeks go by without feedback. Then you follow up… or worse: the ARC’s timeframe passes and you assume “approved automatically” (some rules work that way) — risky.

Why this is risky

Many ARCs or governing docs specify the committee must respond within a set timeframe. If they don’t, depending on your docs, your request may be deemed approved. That can lead to conflicts if neighbours dispute it. (Law Firm Carolinas)

How to avoid it

After submission, note the deadline for review as specified in your docs or rules.
Set a calendar reminder: e.g., 30 days in, “if no answer, follow-up”.
Keep your own copy of the submission date and correspondence.
Ask the ARC at submission: “What’s the expected review date?” and note it.

8. Ignoring the importance of clear communication with the committee

Sometimes homeowners feel submitting is the “one-and-done” step. Then they don’t respond to committee questions, or treat the process like an adversarial battle. That hampers approvals.

Why it matters

The committee reviewers are often volunteers, managing dozens of requests. If they have to interpret unclear submissions, send multiple emails, chase down info — it slows things and creates bad vibes. (CAMS Management)

How to avoid it

Provide your contact info and deadlines you’re working toward (if any).
Respond promptly if the ARC asks for more info — don’t wait weeks.
If your project timeline is tight (e.g., contractor booked), note that early (“Project is scheduled to begin 11/15; approval needed by 11/1 if possible”).
Be courteous: think of the ARC committee as partner, not adversary.

9. Underestimating how changes affect neighbours / the community aesthetic

You might think your backyard change “no one will see”, but ARCs often care about visibility, “community character”, and neighbour impact (shade, view, appearance).

What that means

A deck extension may block the view of a neighbour or cast extra shade.
A paint colour might stand out and disrupt the cohesive look the community set.
A pool cage may need screening to reduce noise or visibility. (Rosedale Master HOA)

How to avoid it

Before you submit: walk around your property and view it from neighbouring viewpoints (front street, side yard of neighbour). Ask “how will it look from there?”
Include in your submission a statement on visibility and mitigation (e.g., “planting of shrubs to screen the AC unit”).
If neighbours may be impacted, consider talking to them ahead of time — many will appreciate the courtesy and it helps if ARC gets a “neighbour OK” note.

10. Failing to follow-through on conditions of approval

You got approved — great 🎉 — but the approval may have conditions (e.g., use a specific colour, plant screening, complete work by date). If you ignore them, you may be out of compliance.

Why it’s a problem

Ignoring conditions can lead to enforcement, fines, required removal, or refusal of future approvals. It also damages goodwill between homeowners and the committee. (CAMS Management)

How to avoid it

When you receive the approval letter, read it carefully. Highlight any conditions.
Make a checklist: item by item (e.g., “paint: Sherwin-Williams #7015; lighting: bronze wall-mounted; finish by 12/31”).
After your work is done, send photos (if required) or inform the committee that work is complete (many guidelines ask you to notify or schedule a final inspection).
Keep your records (approval letter + proof of completion) in case of future sale or dispute.

🎯 Pre-Submission Checklist (Infographic Ready)

Here’s a handy checklist you (and your ARC committee) can turn into an infographic, flyer or hand-out:

Feel free to use this as a visual infographic: big title, icons for each bullet, brand colours of your community, etc.

Tips for Committees / Boards to Make the Process Smoother

Since the focus has been on homeowners, I want to add a few friendly suggestions for ARC committees — because when the process is smooth on both sides, everything is easier.

Create a clear, published submission checklist (copyable by homeowners). Reference sources say clearly defined requirements reduce confusion and speed reviews. (CAMS Management)
Publish expected timelines (e.g., “We aim to review within 30 days”). This sets expectations with homeowners.
Respond with feedback rather than just “denied” — if the request is incomplete or uses a non-compliant material, give clear reasons and suggestions for changes. (Law Firm Carolinas)
Keep good records: which requests came in, what was approved/denied, minutes of committee meetings. This matters for fairness and potential disputes. (Personalized Property Management)
Educate homeowners: at onboarding, in newsletters, on your website, show examples of “good submissions”, “what we need to see”, and “common reasons for delay”.
Meet regularly and avoid back-logging: When reviews pile up, decision slippage happens, which annoys homeowners and risks automatic approvals if deadlines pass. (CAMS Management)
Use submission tracking (online portal or email tracking) so homeowners can check status — transparency helps reduce “Where’s my answer?” noise.
Train committee members: Make sure they understand the governing documents, the scope of their authority, difference between ARC approval and city permits. (RealManage)

Final Thoughts

Submitting to the ARC doesn’t have to be nerve-wracking. If you come in prepared — with full information, clear request, understanding of what’s required — you dramatically improve your chances of a quick, positive approval. And if you’re on the committee side, designing the process to be friendly, clear, and efficient makes homeowners happier — and everyone’s value of home goes up.

If you like, I can create a downloadable infographic/PDF version of that checklist above (formatted nicely for your community) — would that be helpful?