Describe your HOA review process. Makeform creates an editable architectural change request form for property details, project scope, materials, plans, photos, and homeowner acknowledgment.
Send requests to email, Slack, Google Sheets, and Zapier.
Sample prompts for the architectural request builder
Choose a project, replace the example requirements, and send the editable prompt to the Makeform builder.
Audience
Homeowners changing visible colors or roof materials
Format
Material request with samples and elevation photos
Prompt size
369 chars
Example form structure
Material request with samples and elevation photos
Homeowner and property address
Paint, roofing, or another finish?
Existing and proposed colors or materials
Photos and product documents
Review details and acknowledge the process
Suggested routing tags
New submission
Needs information
Ready for review
Ask for existing-condition photos and a marked plan showing the proposed change.
Step 1
Document
owner supplies scope, dimensions, materials, and plans
Step 2
Screen
manager checks completeness and requests missing items
Step 3
Review
committee compares the proposal with community criteria
Step 4
Record
decision, conditions, and project dates stay with the request
A reviewable first submission
A structured request connects the property, work, drawings, materials, impacts, and timing in one record.
Show project-specific fields for paint, fences, equipment, or landscaping while keeping the homeowner's path focused.
Collect plans, elevations, product sheets, and current photos with the submission.
Say the request was received for review; the board's process determines the decision.
One intake, different projects
Reveal relevant fields by project category.
Capture proposed colors, products, samples, roof types, and visible elevations.
Ask for location, height, dimensions, materials, lot-line context, and a marked drawing.
Document specifications, placement, screening, installer, and street visibility.
Record planting, hardscape, grading, drainage routes, shared walls, and access.
Build the review intake
Build around the completeness check and test each modification route.
Name reviewed projects, required documents, submitters, and acknowledgments.
Keep property fields common, then branch into paint, structure, equipment, or landscape questions.
Confirm receipt, notify the intake owner, and tag each review status.
Check uploads, conditional fields, requirements, alerts, and confirmation for every category.
Choose the intake method
A tailored online form gathers consistent review inputs and keeps documents together.
Field guide
Identify the property, define and locate the change, gather evidence, and explain the review handoff.
Applicant & property
Identify the applicant, property, and reply path. Ask whether the submitter is the owner, resident, manager, or representative.
Project scope
Pair a category with a plain-language scope covering the current condition, proposed work, and purpose.
Location & appearance
Collect location, visible elevations, colors, materials, screening, and a labeled drawing connecting measurements to the lot.
Site impact
Use impact checkboxes and reveal an explanation or document prompt when one is selected.
Plans & evidence
Label every upload. Photos show context, plans show location, elevations show appearance, and product sheets identify specifications.
Schedule & acknowledgment
Collect dates and contractor contact, add a review step, and distinguish receipt from the committee's decision.
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Open toolFAQ
Answers for boards, managers, and homeowners.
It is an HOA intake for a proposed exterior modification. It connects the property and applicant to the scope, location, appearance, materials, schedule, impacts, photos, and drawings. Submission creates a review record, not approval.
Collect homeowner, property, project category, current and proposed conditions, location, dimensions, materials, contractor, and dates. Add relevant site-impact questions plus photos, a marked plan, elevations, and product sheets.
Use a category and conditional logic. Keep applicant, property, schedule, and acknowledgment fields common, then show colors for paint, dimensions for fences, screening for solar, or drainage for landscaping.
Match files to the project. Request current photos and a marked location, then add plans and elevations for structures, samples for finishes, or specifications and placement diagrams for equipment.
No. The form routes a request for review. State this in the acknowledgment and confirmation, and explain that the association may request missing information before communicating a separate decision.
Yes. Makeform offers unlimited free forms and responses for generating, editing, publishing, and collecting requests. The paid tier removes the Makeform badge. Customize every example before sharing.
Require essential property, project, measurement, and file fields conditionally. After intake, tag requests as new, needs information, or ready for review, and identify the specific missing item.
Turn repeated clarification requests into help text, examples, fields, or project branches. Remove unused questions, clarify confusing categories, test mobile uploads, and update confirmations when the workflow changes.
Create one clear intake.
