Is an electronic signature legally valid for ARC submittal?

Yes in most cases. The ESIGN Act (15 U.S.C. ch. 96) and UETA authorize electronic signatures as legally equivalent to handwritten ones so long as intent, consent, attribution, and reliable record retention are present; check for specific exceptions.

What identification is recommended for signer verification?

Use email or SMS authentication for standard submissions. For higher assurance, consider knowledge-based authentication (KBA), SSO, or remote online notarization (RON) with credential analysis and multi-factor ID verification.

Does the ARC submittal require notarization or witnesses?

Generally no for routine ARC approvals, but some HOAs may require notarized power of attorney or owner affidavits. Notarization rules vary by document type and state; consult HOA guidelines and state law before assuming none is required.

How long should I retain signed submittals and records?

Retain signed submittals for the project term plus at least three years; tax-related items follow IRC §6501(a) (three years) and healthcare records follow 45 CFR §164.530(j) (six years) where applicable.

What happens if the application is incomplete?

Incomplete submissions commonly lead to conditional approvals, denial, or a request for supplemental information. This delays project start dates and can trigger additional administrative fees or resubmission requirements.

Can I use remote online notarization (RON) for documents?

RON is available in most states with identity proofing and audio-video recording requirements, but state rules differ. Verify current state notary guidance and record-retention obligations with the state notary commission or NCSL.

Electronic Signature
Templates
Real estate
Real Estate ARC Submittal

Real Estate ARC Submittal

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

REAL ESTATE ARC SUBMITTAL

This Architectural Review Committee (ARC) Submittal constitutes a formal request for review and approval of exterior improvements and/or alterations at the referenced property. Applicant certifies that all information provided is true and complete, that proposed work will comply with recorded covenants, conditions and restrictions, and that required municipal permits will be obtained prior to commencement of work. Approval by the ARC, if granted, may be subject to conditions. Applicant agrees to indemnify the Association and ARC members against claims arising from the proposed work.

Property Identification

Property Address Parcel / APN Number Legal Description

Applicant / Owner Information

Applicant Name Mailing Address

Phone:

Email:

Lot / Unit #:

Contractor / Agent (if applicable)

Agent / Contractor Name

Company:

License #:

Phone:

Email:

Proposed Improvement Details

Type of Work (check all that apply):

Painting / Color Change Fence / Gate Roofing Solar Panels Windows / Doors Landscaping / Hardscape Addition / Structural Change Other (describe below)

Brief Description of Proposed Work

Estimated Cost:

Proposed Start Date:

Estimated Completion Date:

Materials, Colors, and Specifications

Attachments Submitted

Check items included with this submittal:

Site Plan / Plot Plan Elevations / Architectural Drawings Color Samples / Material Samples Existing Condition Photographs Permit Application / Approvals

Additional Attachments / Notes

Disclosures & Compliance

The applicant must answer the following. Check the applicable boxes.

Property subject to recorded easement(s) Project requires municipal variance or special permit There are prior covenant violations on file for this property

If yes to any disclosure, provide details

Acknowledgements, Conditions and Indemnity

By signing below, Applicant acknowledges and agrees to the following substantive terms:

Applicant will obtain and maintain all required governmental permits and will comply with all applicable laws, codes and regulations.
ARC approval, if granted, is limited to conformance with the Association's design standards and recorded covenants; it does not substitute for required permits or inspections by governmental authorities.
Applicant grants the ARC and Association representatives the right to enter the property at reasonable times to inspect proposed work, progress and compliance.
Applicant will be responsible for correction or removal of any nonconforming work at Applicant's expense and will indemnify the Association and ARC members for claims arising from the improvement.
Approval may be revoked or conditioned upon failure to commence or complete work within timeframes established by ARC.

Applicant Initials Acknowledging Terms

ARC Committee Use / Decision (for committee only)

To be completed by the ARC: check one box and provide any conditions or notes.

Approved Approved with Conditions Denied

Committee Conditions / Notes

Committee Reviewer (print):

Committee Review Date:

Applicant Certification and Signature

I certify under penalty of perjury that I am the owner or authorized agent of the owner of the subject property, that the information contained herein is true and correct, and that I agree to comply with the covenants, conditions and restrictions and any conditions of approval imposed by the ARC.

Applicant Name:

By:

Date:

What the Real Estate ARC Submittal Is

The Real Estate ARC Submittal is a standardized package used to request Architectural Review Committee (ARC) approval for exterior modifications, additions, or alterations to residential or commercial properties within an association or planned community. It typically includes project drawings, material samples, scope of work, contractor information, and proposed timelines. The submittal documents proposed changes, confirms compliance with governing design guidelines and local regulations, and provides the ARC with the information needed to approve, conditionally approve, or deny the request in writing.

Why a Clear ARC Submittal Matters

The ARC submittal creates a formal record that establishes design intent, documents compliance with community standards, and protects both homeowner and association by clarifying approval conditions. It reduces disputes, speeds review when complete, and provides a defensible administrative record if enforcement is required.

Who Prepares and Reviews ARC Submittals

Typical users who prepare or receive this submittal include homeowners, property managers, and architects working within association rules.

Homeowners seeking exterior changes or additions subject to HOA design guidelines.
Property managers submitting on owners' behalf and tracking approval conditions and timelines.
Architects, contractors, and design professionals providing drawings, specifications, and material samples.

The submittal also informs ARC decision-making and creates the record needed for post-approval inspections and enforcement.

Core Components to Include in Every ARC Submittal

A complete Real Estate ARC Submittal combines technical drawings, materials data, contractor qualifications, scheduling, covenant references, and explicit signature blocks to allow efficient ARC review and enforceable outcomes.

Plans

Provide scaled drawings, site plan, elevations, and detail sections sufficient for ARC members to assess visual impact and compliance with design guidelines, and include existing condition photos for comparison.

Materials

List all exterior materials, finishes, product names, model numbers, and color samples; include manufacturer cut sheets and actual swatches or high-quality photos for accurate review.

Scope of Work

Describe work sequence, demolition, structural changes, and any utilities impacts; state whether alterations affect common elements, easements, or require municipal permits.

Contractor

Provide licensed contractor name, license number, proof of insurance, contact phone and email, and references to verify experience with similar association projects.

Timeline

Give anticipated start and completion dates, phasing information, and mitigation steps for noise, dust, and site access during construction to help ARC schedule inspections.

Signatures

Include homeowner signature, date, and, where required, property manager or board acknowledgment; record who submitted and their authority to act on behalf of the owner.

Step-by-Step: From Preparation to ARC Decision

Follow these sequential steps to prepare, submit, and track an ARC application correctly from initial plans through final inspection.

01

Prepare Package: Gather plans, photos, and material samples.
02

Complete Form: Fill every required field and attach supporting documents.
03

Submit to ARC: Provide digital or printed packet by required method.
04

Track Decision: Record conditions, response deadlines, and inspection dates.

Suggested Digital Review Workflow Settings

Configure a digital review workflow to route the submittal to ARC members, property manager, and external reviewers in sequence.

Field	Configuration
Routing Order	ARC Chair → Board → Property Manager
Notifications	Email plus optional SMS reminders to assigned reviewers.
Attachments	Permit scans, color swatches, and site photos required.
Decision Field	Approve / Conditional / Deny with comment required.

How an ARC Submission Typically Flows

This diagram captures the end-to-end flow from homeowner preparation through ARC final action and record retention.

Upload Documents: Attach PDFs, photos, and manufacturer specs.
Assign Reviewers: Select ARC members and set response deadlines.
Review & Comment: ARC records comments, conditions, and required changes.
Final Decision: ARC issues written approval, conditional approval, or denial.

Technical and Integration Considerations for eSubmissions

Common delivery and signing platforms support PDF, DOCX, and web forms and integrate with CRMs and cloud storage.

File Formats: PDF, DOCX, HTML supported
Integrations: Salesforce, Microsoft 365, NetSuite, Procore
Authentication: Email, SMS, KBA, SSO options

Security and Compliance Highlights

Encryption: TLS 1.2/1.3, AES-256 at rest

Audit Trail: Detailed timestamps, IP addresses, action logs

Access Controls: Role-based permissions and SSO options

Compliance: ESIGN, UETA; HIPAA available with BAA

Certifications: SOC 2 Type II, ISO 27001, PCI DSS

Retention: Secure records with immutable audit logs

Common Preparation Mistakes to Avoid

Submitting incomplete photos or non-scaled drawings that prevent ARC from assessing visual impact, forcing requests for additional materials and extending review by weeks.
Using vague material descriptions like 'matching existing' without brand, color code, or swatch, which often leads to conditional approvals or denials.
Failing to include contractor licensing, insurance, or permit evidence; associations commonly require these before authorizing any on-site work to protect common elements.
Missing application fees, incorrect payment methods, or submitting to the wrong contact delays processing and may forfeit application priority dates.

Risks and Consequences of Noncompliant Submissions

Denial: Request can be denied without complete info

Work Stoppage: Unapproved work may require removal

Covenant Fines: Association may assess monetary fines

Liability Exposure: Contractor errors can create liability

Insurance Gaps: Missing insurance may void approvals

Delays: Incomplete submissions lengthen timeline

Baseline eSignature Pricing and Feature Comparison

Compare baseline eSignature pricing and core features relevant to Real Estate ARC Submittal processing and secure electronic approvals.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial, no credit card required	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Answers to Common Questions About ARC Submittals

Practical answers to frequent legal, procedural, and technical questions that arise during preparation, submission, and electronic signing of ARC packages.

Need help? Contact support

Is an electronic signature legally valid for ARC submittal?
Yes in most cases. The ESIGN Act (15 U.S.C. ch. 96) and UETA authorize electronic signatures as legally equivalent to handwritten ones so long as intent, consent, attribution, and reliable record retention are present; check for specific exceptions.
What identification is recommended for signer verification?
Use email or SMS authentication for standard submissions. For higher assurance, consider knowledge-based authentication (KBA), SSO, or remote online notarization (RON) with credential analysis and multi-factor ID verification.
Does the ARC submittal require notarization or witnesses?
Generally no for routine ARC approvals, but some HOAs may require notarized power of attorney or owner affidavits. Notarization rules vary by document type and state; consult HOA guidelines and state law before assuming none is required.
How long should I retain signed submittals and records?
Retain signed submittals for the project term plus at least three years; tax-related items follow IRC §6501(a) (three years) and healthcare records follow 45 CFR §164.530(j) (six years) where applicable.
What happens if the application is incomplete?
Incomplete submissions commonly lead to conditional approvals, denial, or a request for supplemental information. This delays project start dates and can trigger additional administrative fees or resubmission requirements.
Can I use remote online notarization (RON) for documents?
RON is available in most states with identity proofing and audio-video recording requirements, but state rules differ. Verify current state notary guidance and record-retention obligations with the state notary commission or NCSL.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now