COMPLIANCE OBLIGATION
Annual budget meeting notice
- Statute
- §718.112(2)(e)
- Notice
- ≥ 14 days prior
- Send by
- Sep 30, 2026
Overdue by 4 days
On this page (2 sections)
BOARD TEMPLATE · § 718.111(12)(c) · § 720.303(5)(a)
Records-Request Response
For Florida condo boards (§ 718.111(12)) and HOA boards (§ 720.303(5)) · Print or save to PDF with Cmd+P / Ctrl+P
Why this response matters
Under § 718.111(12)(c)1.a (condominiums) and § 720.303(5)(a) (HOAs), the association must make official records available for inspection within 10 business days of receiving a written request from a unit owner or member. The clock starts on the day the request is received by the association — not the day the board president reads it, not the day the CAM opens the email.
Willful failure to comply carries a civil penalty of $50 per calendar day for each day the records are not produced, up to $500 per request. "Willful" has been interpreted broadly — ignoring the request, routing it through counsel without producing, or demanding a purpose from the requesting member have all been treated as willful non-compliance in Florida community-association matters.
The purpose of a written, statute-citing response is memorialization. When a complaint is later filed with the Division of Florida Condominiums or an owner files suit, the question the adjudicator will ask is: what did the board do, and when? A timestamped, signed response letter that identifies the records produced, the records withheld with the exact statutory basis, and the logistics of inspection creates a contemporaneous record that is materially better than a reconstructed narrative.
Fill in every bracketed field. Leave no field blank — a blank field signals the letter was not completed. Keep a copy in the association's official records (§ 718.111(12) / § 720.303(4)).
The template
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NOTICE OF AVAILABILITY OF ASSOCIATION RECORDS
ASSOCIATION: [ASSOCIATION NAME]
ADDRESS: [ASSOCIATION MAILING ADDRESS]
DATE: [DATE OF THIS RESPONSE]
TO: [REQUESTING UNIT OWNER / MEMBER NAME]
RE: Records request dated [DATE OF REQUEST]
In response to your written request for association records dated [DATE OF REQUEST], received by the association on [DATE OF RECEIPT], please be advised:
1. Records made available for inspection or copies:
[LIST EACH RECORD CATEGORY BEING PRODUCED]
2. Records withheld and statutory basis (if any):
[LIST EACH WITHHELD RECORD AND THE EXACT CITATION TO § 718.111(12)(c)5 OR § 720.303(5)(c) SUBSECTION RELIED ON]
3. Inspection logistics:
Records will be available at [LOCATION] from [START TIME] to [END TIME] on the following business days: [DATES].
The first response date is [DATE]; this is within ten business days of the request as required by § 718.111(12)(c)1.a / § 720.303(5)(a).
4. Fees, if any:
Copies, if requested, will be provided at a reasonable cost per the schedule adopted by the board on [DATE]. Personal-identifying information will be redacted in accordance with § 718.111(12)(c)5.e / § 720.303(5)(c)3.
5. Member rights:
Per § 718.111(12)(c)1.a / § 720.303(5)(a), a member may use a portable device to take photographs or scan records at no charge.
Sincerely,
[NAME], [TITLE]
[ASSOCIATION NAME]
Not legal advice. This template is a starting point for organizational use. It does not constitute legal advice or create an attorney-client relationship. Consult a licensed Florida attorney before relying on this document for any specific situation.
Log and close records requests with a timestamped audit trail.
HOA Rocket starts the 10-business-day clock on receipt, tracks every response, and generates the audit PDF when counsel asks. Twenty-minute walkthrough on request.