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HOA approval letter generator
Every NM HOA wants the same 5 things — license, insurance, scope, materials, and schedule. Fill in 6 fields, we generate the complete ARC packet.
Details
We'll email a co-signed PDF with your project's actual COI attached — just ask about a free inspection first.
Preview
July 25, 2026 [HOA Name] — Architectural Review Committee Re: Roof Replacement — [Property Address] Homeowner: [Homeowner Name] Dear ARC Members, [Homeowner Name] has retained Roof Doctor NM (Roof Doctor NM, LLC) as the licensed contractor of record for a full roof replacement at the property referenced above. Please accept this letter as the formal submittal packet for architectural review. 1. CONTRACTOR OF RECORD • Company: Roof Doctor NM, LLC • Inspector role: Independent third-party inspector (not a NM contractor) • Liability Insurance: per occurrence / aggregate confirmed at booking • Workers' Comp: NM statutory coverage on 100% W-2 crews (no subcontractors) • BBB / Manufacturer: GAF Master Elite Installer, Owens Corning Preferred • Phone: (505) 595-7203 • Email: roofdoctornm@gmail.com • Certificate of Insurance naming the HOA as additional insured available on request within 24 hours. 2. SCOPE OF WORK • Complete tear-off of existing roof to sheathing. • Inspect and replace any deteriorated decking (per NM Residential Code R803). • Install synthetic underlayment and ice-and-water shield at valleys, eaves, and penetrations. • Re-flash all penetrations, walls, and chimneys with new step and counter-flashing. • Install new roofing system as specified below. • Haul off all debris; magnetic sweep of driveway and yard. • Provide manufacturer registration and workmanship warranty documentation on completion. 3. MATERIALS & COLOR • System: Architectural Shingle (GAF Timberline HDZ) • Color: Weathered Wood • Warranty: Lifetime limited (50 yr) + 25-yr StainGuard + 10-year contractor workmanship warranty • Manufacturer spec sheets and physical color sample delivered under separate cover. 4. SCHEDULE • Anticipated start: [Start Date] • Duration: 2–4 working days weather permitting. • Working hours: 7:00 AM – 6:00 PM Mon–Sat per City of Albuquerque §9-4-1-2. 5. PROPERTY & NEIGHBOR PROTECTION • Tarps and plywood over landscaping and pool areas. • Portable dumpster staged on driveway (no street placement). • Adjacent-property courtesy notice delivered 48 hours prior to start. • Daily cleanup with magnetic nail sweep. We respectfully request the Committee's approval so that we may schedule this project without delay. I am available at (505) 595-7203 or roofdoctornm@gmail.com to answer any questions or to provide additional documentation. Sincerely, ______________________________ Roof Doctor NM Roof Doctor NM, LLC Independent Roof Inspector · NM Attachments: ☐ Certificate of Insurance ☐ Manufacturer specification sheet(s) ☐ Physical color sample ☐ Signed homeowner contract (available upon request)
Why HOAs reject packets
The 5 gotchas we've cleaned up for NM homeowners.
Missing COI naming HOA as additional insured
No physical color sample (photos alone often rejected)
Missing manufacturer spec sheet with class rating
Start date inside a restricted quiet-hours window
Contractor license number missing or expired
Next step
Ask about a free inspection → we deliver the signed packet + COI within 24 hours.
Book the free on-site inspection, or send a photo and we'll tell you what to do next. No sales pitch — we don't install roofs.