Permits — Templates

Reasonable Modification Request Letter Template

Fair Housing Act — Use this template to formally request permission from your HOA or landlord

This template is based on HUD guidance for Fair Housing Act reasonable modification requests. Adapt it to your specific situation. Send via certified mail with return receipt. Keep a copy of everything.

When to Use This Letter

Use this letter when you need to formally request that your HOA, condo association, co-op board, or landlord permit a disability-related home modification (wheelchair ramp, grab bars, roll-in shower, doorway widening, stair lift, etc.). Sending a formal written request starts the Fair Housing Act process and creates the legal record you need if they deny or ignore your request.

Letter Template

[Your Name] [Your Address] [Your Unit Number, if applicable] [City, State ZIP] [Date] [HOA Board of Directors / Property Manager / Landlord Name] [Association/Company Name] [Address] [City, State ZIP] Re: Request for Reasonable Modification Under the Fair Housing Act Dear [Board/Manager/Landlord Name]: I am writing to formally request permission to make a reasonable modification to my [home/unit/dwelling] at the above address, as provided under Section 804(f)(3)(A) of the Fair Housing Act (42 U.S.C. ยง 3604(f)(3)(A)). I [or a member of my household] have a disability as defined by the Fair Housing Act. The proposed modification is necessary to afford [me/the household member] equal enjoyment of [my/their] dwelling. PROPOSED MODIFICATION: [Describe the modification specifically. Example: "Installation of a permanent wooden wheelchair ramp at the front entry of the unit, sloped at 1:12 grade, with handrails on both sides, to provide accessible entry for a wheelchair user."] WHY THIS MODIFICATION IS NECESSARY: [Explain the functional need. Example: "Due to a mobility impairment, I use a wheelchair for all ambulation. The existing front entry has three steps and no ramp, making it impossible for me to enter or exit my home independently without this modification."] DETAILS OF THE PROPOSED WORK: - Contractor: [Licensed contractor name and license number, or "to be determined"] - Materials: [Brief description] - Timeline: [Estimated start and completion] - Impact on common areas: [None / Describe if any] I am prepared to obtain all required building permits prior to beginning any work and to use a licensed contractor for the installation. [If applicable: I understand that I may be required to restore the premises to substantially the original condition upon vacating, and I agree to do so at my own expense.] I respectfully request your written response within 30 days. Under the Fair Housing Act, a refusal to permit a reasonable modification by a person with a disability may constitute a violation of federal law. If you have any questions or need additional information, please contact me at [phone number] or [email address]. Sincerely, [Your Signature] [Your Printed Name] [Date] Enclosures: [List any supporting documentation, e.g., physician letter, contractor quote]

What to Include as Supporting Documentation

  • Disability documentation (if disability is not obvious): A letter from your physician, occupational therapist, or other qualified healthcare provider stating that you have a disability and that the modification is medically necessary or needed for equal access. You do not need to disclose your specific diagnosis.
  • Contractor estimate: Shows the scope of work is as described and is professionally planned
  • Product specifications (optional): For items like stair lifts or VPLs, a product spec sheet showing dimensions helps the HOA understand the scope

How to Send It

Send via USPS Certified Mail with Return Receipt Requested. This gives you a time-stamped, signed record that the HOA or landlord received your request. Keep the green return receipt card when it comes back. Keep a copy of the full letter and all enclosures.

If you also have an email address for the HOA or property manager, send a copy by email on the same day and save that email. The goal is a clear, dated paper trail.

If They Don't Respond Within 30 Days

Send a follow-up letter (also certified mail) noting the date of your original request and asking for a written response. If they deny your request without a legally valid reason, see our guide: What to Do When HOA Denies Your Request — including how to file a free HUD complaint.

Disclaimer: This template is for general educational purposes only and is not legal advice. Fair housing law is complex and fact-specific. For disputes involving denial or significant conflict, consult a fair housing attorney or contact your regional HUD Fair Housing and Equal Opportunity (FHEO) office.
Background

HOA & Fair Housing Act: Full Guide
Next Step

If HOA Denies Your Request
Rights

Renter vs. Owner Modification Rights
Disclaimer: General informational content only. Not legal, medical, or professional advice. Always verify with local authorities and licensed professionals.