1) What is this Exterior Improvement Agreement Form used for?

The Exterior Improvement Agreement Form is used to document proposed changes to a property’s exterior, collect owner details, and obtain agreement to community or HOA guidelines before any work begins.

2) What should be included in an Exterior Improvement Agreement Form?

An Exterior Improvement Agreement Form should include the property owner’s contact information, the property address, a clear description of the planned exterior improvements, a preferred start date, an acknowledgment of applicable guidelines, and a signature confirming agreement.

3) When to use an Exterior Improvement Agreement Form?

This form should be used whenever a homeowner or property owner plans to modify the outside of their property, such as painting, landscaping, fencing, or structural changes, and needs prior approval from an HOA, property manager, or review committee.

4) Who can use an Exterior Improvement Agreement Form?

Homeowners associations, condominium boards, property management companies, and community developers can use this form to manage exterior improvement requests, while individual property owners can use it to submit their proposals for review.

5) What are the benefits of using an Exterior Improvement Agreement Form?

Using this form helps standardize requests, reduces misunderstandings between owners and boards, keeps all approvals documented in one place, and simplifies data collection and review for multiple projects over time.

6) How do I customize the Exterior Improvement Agreement Form with Jotform?

You can customize this form template in Jotform by using the drag-and-drop interface in the Jotform Form Builder to adjust text, add or remove fields, change colors, and upload your HOA or company logo so it matches your community’s branding.

7) Is it possible to make some parts of the form conditional or hidden?

Yes, you can use conditional logic in Jotform to show or hide specific questions based on previous answers, helping you tailor the Exterior Improvement Agreement Form to different types of projects or property types.

8) How do I receive notifications when someone submits the form?

In Jotform, you can set up email notifications so that board members, property managers, or designated reviewers receive an alert every time a form submission is received, ensuring no exterior improvement request is missed.

9) Can I embed this Exterior Improvement Agreement Form on my HOA or community website?

Yes, Jotform provides embed codes and shareable links so you can publish the form on your HOA, condo association, or property management website, or share it directly with owners by email.

10) What happens to the data after a form submission?

All form submissions are automatically stored in Jotform Tables, where you can sort, filter, search, and export the data for board meetings, long-term records, or communication with contractors and owners.

Exterior Improvement Agreement Form Template

HOA Forms

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Hoa Proxy Form

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Homeowner Complaint Form

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HOA Application Form

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HOA Records Request Form

An HOA Records Request Form is a form template designed to facilitate the process of homeowners, real estate agents, and lenders requesting and accessing important records from a homeowners' association (HOA)

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HOA Disclosure Form

A HOA Disclosure Form is designed to provide potential buyers with essential information about homeowners associations (HOAs), including fees, rules, services, and maintenance areas.

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Community Association Dissolution Petition

Community Association Dissolution Petition Form helps HOAs, condo boards, and property managers collect formal dissolution requests online with petitioner details, reasons, authorization, and signatures in one organized form template.

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Exterior Improvement Agreement

Exterior Improvement Agreement Form helps homeowners submit exterior project details, acknowledge HOA guidelines, and capture digital signatures for review by associations or property managers.

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Resident Biometric Access Consent Form

Use the Resident Biometric Access Consent Form from Jotform to collect resident details, biometric access type, consent, signature, and date with a no-code form builder and drag-and-drop interface for secure data collection and form submission.

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Community Land Use Vote

Community Land Use Vote Form helps HOAs, neighborhood groups, and local planners collect resident input on proposed land use options with verified residency and organized online submissions.

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Common Area Renovation Consent Form

Common Area Renovation Consent Form helps HOAs, condo boards, and property managers collect resident approvals for shared-space renovation projects and keep all consents organized online.

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Community Waste Segregation Consent Form

Use the Community Waste Segregation Consent Form from Jotform to collect resident consent, contact details, and preferences online with Jotform Form Builder, a no-code form builder for easy data collection and form submission management.

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About HOA Forms

HOA forms are structured documents used by homeowners associations to manage community operations, requests, approvals, and resident communication. They help HOAs collect consistent information for common workflows like architectural change requests, rule enforcement, maintenance reporting, amenity reservations, dues-related requests, and community feedback. HOA forms are commonly used by HOA boards, property managers, and residents to keep processes organized, transparent, and trackable. By standardizing submissions, HOA forms reduce back-and-forth emails, improve response time, and create clear records for decisions and follow-up.

With Jotform, HOA forms can be created quickly using a no-code, drag-and-drop Form Builder and customized for different community policies. Conditional logic can show different questions based on request type (for example architectural changes vs amenity booking), and file upload fields can collect supporting documents like photos, plans, or contractor details. Submissions are stored in Jotform Tables, making it easy to track requests by address, status, and committee review. Automated notifications can route submissions to board members or property managers and send confirmations to residents.

Use Cases of HOA Forms

HOA forms support resident requests, compliance processes, maintenance coordination, and community engagement. Below are common ways these forms are used and the challenges they help solve.

Possible Use Cases:

Architectural change and exterior modification requests
Maintenance and repair requests for common areas
Amenity reservations (pool, clubhouse, parking permits)
HOA complaint, violation, and rule enforcement reporting
Vendor access and service scheduling requests
Community feedback, event signups, and communication updates

Problem-Solving Points:

Standardize resident requests and reduces incomplete submissions
Improve transparency with documented approvals and decisions
Speed up maintenance coordination with clear issue reporting
Create organized HOA records for board review and follow-up

Possible Owners and Users:

HOA board members and committees
Property managers and administrative staff
Residents and homeowners submitting requests
Vendors and contractors (when included in workflow)

Differences of Creation Methods:

Architectural request and approval forms focus on property details, proposed changes, materials, timelines, contractor info, and file uploads for plans or photos.
HOA maintenance and service request forms emphasize issue location, urgency, impact on residents, photos, and preferred access times for repairs.
HOA compliance and community reporting forms prioritize clear incident or violation description, dates, supporting evidence uploads, and structured routing for review or follow-up.

How to Create an HOA Form

Creating an HOA form with Jotform helps you standardize community workflows while keeping resident communication organized.

1. Choose a Template or Start from Scratch

In My Workspace, click “Create” and select “Form.” Start with a request or approval template and customize it for HOA needs.

2. Collect Resident and Property Details

Add fields for resident name, address/unit number, contact info, and request type.

3. Build Workflow-Specific Sections

Add sections for architectural changes, maintenance requests, amenity booking, or compliance reporting depending on the form purpose.

4. Use Conditional Logic for Request Type

Show different fields based on what the resident selects. For example, if “Architectural Change” is selected, display plan uploads and material details.

5. Set Up Notifications and Approvals

Notify the appropriate board members or property manager and send an autoresponder to the resident confirming receipt.

6. Track Submissions in Jotform Tables

Use Tables to filter requests by address, category, status, and date and export records when needed.

Frequently Asked Questions

1. What are HOA Forms templates in Jotform?

HOA Forms templates in Jotform are ready-to-use digital forms that help homeowners associations collect and manage requests like architectural approvals, maintenance reporting, amenity reservations, and community feedback.

2. Why use Jotform for HOA forms instead of emails?

Jotform keeps requests structured and searchable, reduces missing details, and helps HOAs track submissions in one place using Jotform Tables.

3. What information do HOA forms typically collect?

Common fields include resident contact details, unit address, request type, description, supporting photos or documents, and any required approvals.

4. Can residents submit HOA requests from a phone?

Yes. Jotform forms are mobile-friendly, so residents can submit requests on a phone or tablet, especially when attaching photos.

5. Can HOA forms include file uploads for plans and photos?

Yes. File upload fields can collect architectural drawings, photos of issues, contractor bids, or other supporting documents.

6. Where do HOA form submissions go after submission?

Submissions are stored in Jotform Tables, where board members or property managers can filter by status, category, and unit.

7. Can HOA requests be routed to the right committee automatically?

Yes. You can set up notification emails and conditional routing so architectural requests go to an architectural committee while maintenance goes to facilities or vendors.

8. Can HOA forms be customized for different community rules?

Absolutely. HOAs can tailor questions, required acknowledgments, and approval steps to match their community policies and workflows.