Describe your community and review process. Makeform creates an architectural approval request form for property details, project scope, contractors, drawings, materials, impacts, and decisions.
Route requests to email, Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, adapt it, or send it to the Makeform builder. Each example is editable.
Audience
Homeowners changing exterior colors
Format
Short request with color samples and photos
Prompt size
279 chars
Example form structure
Short request with color samples and photos
Owner and property address
Which exterior surfaces will change?
Proposed colors, codes, and finishes
Upload photos and color samples
Requested work dates
Suggested routing tags
New request
Needs documents
Decision ready
Ask for existing-condition photos and a marked site plan so reviewers see placement and appearance.
Step 1
Submit
scope, property, plans, and samples
Step 2
Screen
manager checks required information
Step 3
Review
committee compares the complete request
Step 4
Record
decision, conditions, and revision notes
A complete review packet
A structured request keeps specifications, drawings, photos, contacts, and timing together through the decision.
Conditional sections ask relevant paint, structure, roofing, or landscaping questions.
Site plans, elevations, samples, specifications, and photos stay with the submission.
Tag incomplete requests, notify reviewers, and retain notes with the proposal.
Common exterior projects
Start with owner and property details, then reveal project-specific fields.
Capture manufacturer, color code, finish, surfaces, samples, and photos of the current exterior.
Request height, dimensions, materials, lot-line setbacks, gates, and a clearly marked site plan.
Collect roof product details, equipment placement, street visibility, contractor information, and technical sheets.
Gather elevations, grading, drainage, trees, lighting, size, and schedule.
Request workflow
Build the intake around your review stages and make each handoff clear.
List project types, required documents, screeners, and review details.
Add categories, upload instructions, acknowledgments, and conditional questions.
Send packets to the right manager or committee and label revisions.
Track decision date, notes, conditions, and requested revisions.
Structured form vs scattered intake
Ask project-specific questions and keep supporting files tied to one request.
Field guide
Adjust these six sections to match your association's process.
Applicant and property
Match each request to association records and a reliable contact.
Scope and location
Separate existing conditions from the proposed work.
Design specifications
Use structured values instead of vague descriptions.
Plans and visuals
Clear instructions reduce unusable or unlabeled uploads.
Impacts and schedule
Ask about impacts that apply to the selected project.
Acknowledgment and review
Include owner confirmation and a reviewer decision section.
Related tools
Connect architectural intake with general HOA applications, inspections, maintenance, construction work orders, and property questions.
Create a broader association application for requests beyond exterior modifications.
Open toolDocument property conditions with repeatable inspection fields and photos.
Open toolTurn approved work into a structured task with scope, dates, and assignment details.
Open toolCollect repair issues separately from architectural change proposals.
Open toolGive residents a dedicated channel for community concerns and supporting details.
Open toolRoute owner and prospect questions that do not require architectural review.
Open toolFAQ
Practical answers for HOA boards, architectural committees, community managers, and homeowners.
It is a structured application a homeowner uses to describe a proposed exterior alteration or construction project. It gives the association or property manager the property details, scope, specifications, plans, images, contractor information, schedule, and acknowledgments needed for its own review process.
One form can cover exterior paint, roofs, windows, doors, fences, decks, patios, sheds, pools, solar equipment, landscaping, lighting, driveways, and additions. Conditional logic can reveal a different set of dimensions, materials, and upload instructions after the owner selects a project type.
Common supporting files include a marked site plan, elevations, product specification sheets, manufacturer color samples, contractor drawings, renderings, and photos of the current area. State acceptable file types and explain what each image must show so reviewers receive useful context.
Yes. Add a submission-type choice for new request, revision, or response to missing information. Ask for the earlier request number, a summary of what changed, and updated files. Keep the original submission and label each revision clearly instead of replacing earlier plans.
Yes. Use the project selection as a routing value so routine paint requests can go to a manager while additions or drainage changes go to a committee. Notifications, tags, and connected workflows can keep each review queue distinct.
No. The form organizes a request; it does not decide whether a project meets an association's requirements or promise an outcome. Configure the questions and review language around your own governing materials, and have the designated association reviewers record the decision.
Yes. Makeform offers unlimited free form creation and unlimited free responses. The paid tier removes the Makeform badge, so you can generate, edit, publish, and collect requests without a response cap on the free tier.
Use the confirmation message to say the submission was received and explain the next review step, expected communication channel, and how to send missing information. Avoid wording that treats receipt as approval. A separate notification can communicate the recorded decision and any conditions.
Turn every proposal into a review-ready packet.
