A property may have one owner or several decision layers. The approval map is useful only when it reflects the actual arrangement and governing documents. It is a communication tool, not legal advice or proof of responsibility.
Separate approvals by subject
List who can approve evaluation, limited access, physical repair, finish sample, broader coating boundary, added concealed work, schedule change, payment, and closeout. One person may hold several roles. Avoid a single “owner approval” box that hides different authority. Ask for applicable property requirements and current representatives; do not assume association review, neighbor consent, or a committee vote applies merely because of the service area.
Define the document for each decision
A site-visit authorization is not approval of construction. A proposal approval is not consent to every hidden condition. A sample signoff is not authorization for a larger elevation. Match each decision to a written item: evaluation terms, repair map, access plan, sample record, change order, schedule notice, stage release, or punch list. Identify who receives a copy so the field team and decision-makers use the same current document.
Set response rules
For each approval, state who asks, what evidence accompanies the request, who answers, the permitted response method, and what happens while a decision is pending. The default should not be silent expansion of work. A safe stopping condition may be needed when opened work cannot proceed, but it must follow the actual contract and site conditions. This guide does not set legal notice, voting, or emergency authority.
Example: vague versus usable
“HOA to approve any changes” is not actionable. A usable entry says: the authorized representative reviews marked repair-area changes supported by photos and a written scope/cost effect; finish samples go to the named design reviewer; schedule notices go to the manager and affected occupants; no broader coating or added opening proceeds without the stated written authorization. Substitute the actual roles and requirements rather than copying this example as a property fact.
Use the worksheet
Create one row for each decision with subject, current basis, requester, evidence needed, authorized responder, response method, target timing, stop or continue condition, document issued, and recipients. Review unresolved rows before ordering special material or covering work. Retain superseded approvals for history but mark the current version clearly. If authority is disputed or governing requirements are unclear, the owner should resolve that question before directing affected construction.
Decision and authority register
Use one copy per verified area or decision. Keep the current version with the approved scope.
- Decision subject
- ________________
- Current basis
- ________________
- Requester
- ________________
- Evidence
- ________________
- Authorized responder
- ________________
- Response method
- ________________
- Pending-work rule
- ________________
- Approval document
- ________________
- Recipients
- ________________
Approval checklist
- Actual decision roles
- Applicable property documents
- Repair-map approver
- Finish reviewer
- Changed-condition authority
- Schedule notice recipient
- Closeout authority