The Big Picture: Working with HOAs can be frustrating.
Not all neighborhoods are solar friendly.
Some require a complicated application process.
Many HOAs will not communicate with contractors.
Nevertheless, HOA approval is often required prior to installation in most markets. This guide will help provide expectations and tips for sales members on how to navigate homeown
Proper expectation setting is crucial for homeowners with HOAs, especially in situations whereby panels may be street visible, or the HOA is known to have a complex submission process.
The ultimate goal of any sale is installation. In order to install, we'll need the homeowner to be properly educated about the HOA process, and ensure awareness that homeowner participation is required. Below are some do's and don'ts of expectation setting.
Words that Work: | Words that DON'T Work |
As the homeowner, your participation is required in the HOA process
| You don't need to do anything at all when it comes to your HOA. |
You have the most power with your HOA, and some HOAs will not even speak to contractors. Please be on the lookout for updates regarding your HOA submission. | Your HOA will communicate directly with the installer, so you don't have to worry about it. |
Your HOA application may require you to e-sign or wet sign documents, depending on their process. Please be on the lookout for any necessary signatures along the way. | Your paperwork is all signed, and you won't have to sign anything else. |
Due to your HOA requirements, you may need to be solely responsible for your HOA submission, and relay approval to Palmetto. Palmetto can help guide you along the way and provide any supporting documentation. | Palmetto will submit and get approval for you. No action is required from you. |
Palmetto may need to contact you for various HOA-related updates. Please save their contact and be on the lookout for any calls. | I'll contact you directly if there are any issues. |
Some states maintain solar access laws, which prevent HOAs from restricting a consumer's access to rooftop solar.
Protected Markets: Maintain some form of solar access laws
Restrictive Markets: Do not have any solar access laws
| Protected Markets | Restrictive Markets |
Applicable States | AZ, CA, CO, D.C., FL, IL, MA, MD, NV, NJ, NM, TX, UT, VA, WI | CT, GA, MI, MO, NC, OH, PA, RI, SC, NY |
Application Required to Install? | Only if required for permit approval (Homeowner still encouraged to apply) | Yes |
Who Applies? | Homeowner or Sales Rep (if HOA allows) | Homeowner or Palmetto (if HOA allows) |
Can Palmetto provide support/guidance? | Yes | Yes |
Depending on the timing and circumstances of the customer's market/HOA, Palmetto will contact the customer at various stages to ensure any necessary application follow ups. It's important for customers with HOAs to be aware of this.
Regardless of the circumstance, there are 3 primary instances at which Palmetto will contact customers.
Primary Touchpoints |
After contract signing/processing team, via email and/or text to all restrictive market clients with instructions on the specific HOA process for their order. |
After Final Design completion, via email to all restrictive market clients where an HOA will not allow submission by third parties. |
Palmetto follows up with homeowners, representatives, and/or HOAs to confirm application submission or to check for decision updates until receiving the decision. |
Scenario | Palmetto Action |
If an HOA issues a denial at any point in the process... | ....Palmetto will assist the customer with appealing the decision if possible. |
If the denial is due to street visible or front-facing panels... | ...a change order will be opened to redesign according to the HOA standards. The new design and production will be provided to the sales member. |
If the denial is due to an HOA not completely prohibiting any/all solar projects in the community... | ...the deal will be immediately moved to cancellation. |
Q: How are HOAs structured?
A: The HOA is the community association for the neighborhood where a customer lives. It has its own set of rules and regulations that are typically governed by an elected Board of homeowners. There is sometimes a second board, especially for Architectural Reviews and Changes that decide on projects such as solar panels. Often, these boards are managed by an outside management company. The management company does NOT make decisions and only acts as a facilitator between residents and the Board.
Q: Should my customer apply for HOA approval, even if they are in a Protected Market?
A: Yes, we encourage all homeowners to apply for HOA approval. Even if their state solar access laws protect them, it is still best practice to apply for approval, if for no other reason than to ensure there is no friction between the customer and their HOA.
Q: My homeowner doesn't want to wait. Can we bypass approval to install?
A: Only with written consent from the homeowner, directly to Palmetto (via [email protected]). While all homeowners sign indemnification in their contract, we must still receive their written consent to proceed.
Q: How do I know if the customer has an HOA? Or if they allow solar in the neighborhood?
A: Ask your customer at the point of sale. This is crucial information as HOAs can ultimately stop a project from being installed. Some probing questions you can ask are:
Do you pay dues to an HOA or community manager?
Request to see a copy of the HOA guidelines if possible.
Ask if they have applied for an Architectural Change before, and what the process was like
Ask if there are other solar panels in the neighborhood.
Q: How long does HOA approval take?
A: Most applications indicate the Board has up to 30 business days to make a decision. There are some that up to 60 and sometimes even 90 days. Most applications do not take long to process but can take the full 30/60/90 days.
Q: If they have not made a decision in 30 days, is it an automatic approval?
A: No. Unless the application specifically has that verbiage, we cannot bypass approval. Furthermore, if approval is required for the permit, we cannot proceed without it regardless of how long it’s been. If it is not required for the permit, the homeowner still may wish to wait for it.
Q: Can my homeowner just sign the indemnification document to move to install if they don’t want to wait for their HOA?
A: This document is already built into the contract the homeowner has signed with Palmetto and there is no need to have them resign it. However, keep in mind we can only proceed to installation if approval is not required for permits, regardless of whether or not the homeowner wants to wait. These situations are reviewed on a case-by-case basis per market.
Q: Other houses in this neighborhood have solar, it shouldn’t be a problem right?
A: Nearby homes with solar are a good indicator that the homeowner’s project will be approved, however, it is best not to assume an approval. It’s important to understand that even neighbors can actually be in two different HOAs, governed by two different sets of rules. Additionally, HOAs frequently change management companies and the process may be different now. Depending on the visibility of the panels, homes in different areas of the neighborhood can be treated differently.
Q: I have already installed this HOA, do we have to wait for approval again?
A: Yes. There are usually repercussions if homeowners do not follow the proper procedure for getting approval prior to starting any type of architectural change. In these situations, educating the homeowner on how to submit and getting the application submitted as soon as possible is key. We do not recommend bypassing approval, as this will likely cause issues for the homeowner.
Q: The neighbors are never home, what if I can’t get their signatures?
A: Because this is a requirement from the management company, not Palmetto, it is best to reach out directly to the management company for an answer. Most are lenient about the signatures since they are more of a courtesy than anything.
Q: Where can I find a property survey/plat map/plot map?
A: This should have been provided to the homeowner in their closing documents when purchasing the home. If they do not have one, the realtor or HOA may have a copy available. There is also one provided by Palmetto in the engineering packet.
This is a requirement from the management company and should be discussed with them if a copy is not available.
Q: I don’t agree with the HOA’s decision to require a redesign.
A: Palmetto will prepare an appeal, as well as redesign if possible. We also push for the original design, as it was designed to receive optimum solar production and will have the highest economic benefits for the homeowner. Some HOAs will still deny it regardless. The best way to fight the decision is for homeowners to get involved with their Board. We encourage homeowners and reps (and Palmetto, if local) to attend meetings and educate Board members about the benefits of solar. Misinformation is one of the biggest reasons for denials. Aesthetics is a close second, and while there is less we can do about that, we have been able to get decisions overturned by going directly to the Board.
Q: Why can’t Palmetto do it all?
A: Many management companies require the homeowner to sign and/or submit the application as part of their process and we have to respect their requirements. They also will often only communicate decisions to the homeowner, so having their involvement from the beginning is ideal.
Q: Who should the homeowner contact with questions or to report a decision?
A: HOA questions and concerns can be directed to the HOA Team at [email protected]
Q: How do I get a Certificate of Insurance?
A: Many HOA's in IL require this for their applications. Please email [email protected] to request one.
