How to Apply for a Certificate of Appropriateness (COA): A Practical Guide
If you are planning exterior work on a historic home or building, you may need a Certificate of Appropriateness (COA) before construction begins. A COA is a document stating that the proposed work is appropriate for a locally designated historic building or site and that it meets local code criteria [6]. It is a required approval in many historic districts, and the application process can feel unfamiliar. This guide walks through what a COA is, when you need one, and the steps you can take to apply — with a clear caveat: historic preservation rules are local. Always verify requirements with your city or county.
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What Is a Certificate of Appropriateness?
A Certificate of Appropriateness is an approval issued before certain changes are made to a historic property or to a property inside a historic district. In Georgetown, Texas, for example, it is issued by the Historic Preservation Officer or by the Historic and Architectural Review Committee [1]. In Vero Beach, Florida, the COA is described as a document that confirms the proposed work is appropriate for the designated historic site and meets local code criteria [6].
A COA generally covers exterior alterations, additions, new construction, and demolition within a local historic district [5]. Some jurisdictions also require a COA when a property owner seeks to restore, rehabilitate, alter, develop, or construct something on a historic property [2]. The exact scope depends on your local ordinance.
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When Is a COA Required?
If your property is a designated Historic Landmark or located in a historic district, you will likely need a COA before doing exterior work. The Sanford, Florida application guide states it plainly: "Any exterior work, including repairs, new construction or site work on a Historic Landmark or on a structure or property located in a historic district must receive a Certificate of Appropriateness before the work begins" [4].
Arlington County, Virginia similarly requires a COA for "all proposed exterior alterations, new construction and demolition within a local historic district" [5].
Exceptions Worth Knowing
Not every project needs a COA. Common exceptions include:
– Routine maintenance [3]
– Repairs or replacements using the same materials [5]
– Interior alterations [3] [5]
– Paint colors (in some jurisdictions) [5]
However, don’t assume your project is exempt. Some jurisdictions can require a standard COA even for routine maintenance or in-kind replacement if the work requires a building permit or is deemed to have a minimal impact on the historic site [6]. The safest move is to ask your local historic preservation office before scheduling work.
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How to Apply for a COA: Step-by-Step
1. Start With Your Local Historic Preservation Office
The process is not federal; it is local. Applications are typically submitted through a city department, such as the Department of Development Services [3]. Some jurisdictions accept applications online, and many publish a filing schedule [5]. Call or email your planning division to ask:
– Which forms you need
– What fees apply (if any)
– Whether your project is considered minor or major
– When the next review meeting is
– Whether your project qualifies for an exception
A COA is not the same as a building permit. In many cases, a building permit may also be required after you receive the COA [4]. Confirm both before you order supplies or hire a contractor.
2. Confirm the Scope and Review Type
Many communities divide COA applications into two categories: minor and major. In Sanford, Florida, minor applications are reviewed by staff, while major reviews come before the Historic Preservation Board at a public meeting [4]. For larger or more complex projects, such as new construction, a committee of the Historic Preservation Commission may work with the property owner to refine the proposal before final review [3].
Knowing your review type helps you plan for the timeline. If your project is major, expect to present your case publicly and possibly make revisions.
3. Gather the Required Materials
A complete application must clearly describe the proposed work and include enough detail for the review board to evaluate its impact on the historic character of the property or district [3]. Depending on the project, required materials may include [3]:
– A signed Certificate of Appropriateness application
– The application fee
– A written description of the project and materials
– Photographs
– Scaled drawings or plans
– Site or plot plans
– Manufacturer specifications or samples
Some jurisdictions require very specific documentation. According to the Sanford, Florida requirements, here are examples by project type [4]:
#### All Submittals
– One photo showing the entire front of the building
#### New Construction or Additions
– Elevation drawings to scale of each façade, showing existing building and proposed changes
– A site plan showing lot dimensions, existing building dimensions, proposed addition dimensions, and location of all exterior ground- and roof-mounted equipment
– Descriptions or samples of materials
– Photos of the existing structure
#### Awnings or Signs
– Sketch or elevation drawing/photo of the façade with the proposed sign or awning
– Dimensioned drawing of awning/sign
– Sample colors
– Photo of the building
#### Site Improvements / Driveways / Walkways / Mechanical Equipment
– A site plan showing the location of improvements
– A photo of the entire front of the building
#### Paint
– Color samples of all colors
– Description of where each color will be applied (body, trim, etc.)
#### Fences, Gates, Pergolas, Sheds
– A site plan showing property dimensions and the location of the proposed structure
– A picture, drawing, or brochure showing the proposed structure, with dimensions included
– A description of materials
– Photo of the yard(s) in which the structure will be placed
If your project is complex, your local office may require additional information. Ask for a checklist before you finalize your application.
4. Submit Before the Deadline
Review boards are not always available on demand. Applications should be submitted at least three weeks before a scheduled Historic Preservation Commission meeting to allow time for review and required public notice [3]. Some counties publish a full filing schedule for the year [5]. Submit early, and keep copies of everything.
5. Prepare for Public Review
Once a complete application is received, staff will review the proposal for consistency with the design guidelines, prepare a report, and schedule the case for a public hearing [3]. If your project requires a public hearing, you can expect:
– A sign posted on the property
– Notices mailed to nearby property owners
– Possibly a site visit by staff or Commission members [3]
Be prepared to explain your design choices in plain language. The goal is not to make approvals impossible — it is to protect historic character. Many applications are approved in one review cycle, though some require additional evaluation meetings to resolve complex design issues [5]. Arlington County’s Historic Preservation staff and review board members describe their work as helping owners achieve suitable designs that meet current needs while respecting the building’s historic character [5].
> Before your meeting: Bring clean drawings, material samples, and a clear written description. Be ready to discuss alternatives if the board raises concerns.
6. After Decision: Know the Conditions
Approvals may include conditions that must be met before permits are issued or work begins [3]. In some communities, the COA is valid for one year, and the approval placard must be posted on-site while the work is being performed [3]. That means you may need to start the project within a certain timeframe, or your approval could expire.
If your application is denied, you may have appeal rights. In Arlington County, for example, owners have the right to appeal a denial to the County Board [5]. Ask your local office about the appeal process if you receive a denial.
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Standards That Guide COA Decisions
While the application process varies, the underlying standards are often consistent. Many jurisdictions rely on the U.S. Secretary of the Interior’s Standards for the Treatment of Historic Properties as the standard for measuring COA applications [6]. These standards promote proper treatment of historic properties and allow for compatible contemporary designs that are harmonious with neighboring buildings and streetscapes [6].
The categories of treatment include:
– Maintenance
– Preservation
– Reconstruction
– Rehabilitation
– Restoration [6]
If your project is a restoration or rehabilitation, review your proposal against these standards before you submit. Your application should show that you understand the historic character of the building and that your changes will respect it.
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Practical Limitations and Balanced Recommendations
This Is Not Legal Advice
The information in this guide comes from several municipal sources, but every city has its own historic preservation ordinance. The process described above may not match your local requirements. You must verify the exact rules, forms, fees, and deadlines with your local historic preservation office before applying.
Start Early
The approval process can take weeks or months. The three-week advance filing requirement in some cities is only part of the timeline [3]. After you submit, staff must review the proposal, prepare a report, and schedule a hearing. If the board asks for revisions, the process becomes longer. If your project is complex, allow extra time for design development.
Budget for More Than Construction
In addition to the COA application fee and possible building permit fees, you may need professional services such as scaled drawings by a drafting professional or architect. If the board requires changes, you may need to pay for revised drawings. Some cities require material samples and color samples, which also cost money to prepare.
Consider the Project Type
If your project is limited to routine maintenance, repairs using the same materials, or interior work, you may not need a COA at all [3] [5]. If it requires a building permit, however, check carefully — some jurisdictions still require a standard COA for maintenance or in-kind replacement [6]. A phone call to your planning department can save you a lot of time.
Approval Is Not Guaranteed
The historic preservation review process exists to protect what makes a district or landmark significant. If your design does not meet the local design guidelines or the Secretary of the Interior’s Standards, you should expect the review board to ask for changes or deny the application. The process is designed to be collaborative in many jurisdictions, but it can still be difficult if the project conflicts with the historic character of the area.
No Affiliate Disclosure Needed
This article contains no affiliate products, commercial endorsements, or sponsored links. It is written strictly as an informational guide for readers who need to apply for a Certificate of Appropriateness.
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Final Checklist Before You Apply
– [ ] Contact your local historic preservation office and confirm whether your project needs a COA
– [ ] Determine if your project is minor or major
– [ ] Obtain the correct application form and fee schedule
– [ ] Prepare a written description of the work and materials
– [ ] Take photos of the existing building, especially the front
– [ ] Prepare scaled drawings, elevation plans, or site plans as required
– [ ] Gather material samples, color samples, and specification sheets
– [ ] Submit your application before the stated deadline (often at least three weeks before a hearing)
– [ ] Be available for questions from staff and review board members
– [ ] Post the approval placard on-site once work begins
– [ ] Confirm whether a separate building permit is required
Honest, careful preparation makes the COA process much smoother. If you are unsure about anything, ask first. Historic preservation staff are usually willing to help you understand the requirements before you submit.
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Sources
[1] Georgetown, Texas — Certificate of Appropriateness Applications: https://georgetowntexas.gov/development_services/planning/historic_preservation/certificate_of_appropriateness.php
[2] Certificate of Appropriateness Application: https://files.ceqanet.lci.ca.gov/259301-2/attachment/So536_E4mwgLKnKHEqeOB1659LoybKqnNkCSexp5o15gUY2dzUdLzx0eCXg5BhAoj8NwpGZIPd3kz7Wx0
[3] Rocky Mount, NC — Certificate of Appropriateness: https://www.rockymountnc.gov/232/Certificate-of-Appropriateness
[4] Sanford, FL — Requirements for Certificate of Appropriateness Application (PDF): https://www.citizenserve.com/Documents/113/Requirements%20for%20COA.pdf
[5] Arlington County, VA — Certificate of Appropriateness: https://www.arlingtonva.us/Government/Programs/Building/Permits/Certificate-of-Appropriateness
[6] Vero Beach, FL — Certificate of Appropriateness: https://www.covb.org/261/Certificate-of-Appropriateness-COA
