It would be extremely helpful to have ARC letters automatically assigned based on the application status, similar to the way ARC emails are currently generated. At the moment, all applications must be reviewed by our Covenants Committee prior to receiving official approval. This committee meets once per month, votes on all submitted applications, and then our office sends official notices via first-class mail (and, in the future, email).

As we transition into using more online resources, it’s important that we maintain communication through both physical mail and email. Many homeowners still strongly prefer receiving all official correspondence via hard copy, and we need to ensure nothing is missed or misunderstood.

A feature that would significantly streamline this process would be the ability to generate ARC approval/denial/deficiency letters the same way HOALife currently generates inspection violation letters. For example:

Selecting the review date of the application (the Covenant Committee meeting date).

Filtering to all applications reviewed that day.

Automatically generating the appropriate letters based on approval status.

Compiling and exporting them in bulk, just like an inspection run.

Attach resulting letter to the corresponding generated email.

Additionally, we found that the customization options for templates are very limited. Right now, violation letters and ARC letters look identical, which can be confusing. Some of our homeowners tend to skim or misread letters, and a notice that “looks like a violation” can cause unnecessary concern.

It would be extremely helpful to have greater flexibility with template customization, such as:

Adding our community logo in the letterhead

Adjusting formatting or layout

Choosing alternative fonts

Differentiating violation letters from ARC letters visually

These improvements would dramatically enhance clarity for residents and improve our workflow as we continue transitioning into more digital processes.