Reflects Florida law as of August 2026. For the full explanation of records rights, deadlines, and remedies, see Official Records Requests. HOA members should use the HOA version instead.
How this request works
Section 718.111(12) gives a condominium unit owner, or the owner's authorized representative, the right to inspect or copy the association's official records. A written request to the board or its designee starts the statutory 10-working-day period for making the records available.
If the association does not make the applicable records available within that period, the law creates a rebuttable presumption that the association willfully failed to comply. An owner who proves a qualifying violation may recover actual damages or minimum damages of $50 per calendar day for up to 10 days, beginning on the 11th working day after the written request was received.
Attorney-fee recovery depends on the remedy pursued, the applicable statute, and whether the owner prevails in the resulting dispute.
When the association responds to a written records request, it must provide a written checklist identifying the records made available and any official records that were not made available. Review the checklist promptly and preserve it with your request and delivery proof.
You may inspect the records and may use a personal camera, phone, or portable scanning device to make copies, subject to the association's reasonable written inspection rules. You do not have to state a reason for the request.
The letter below is a fillable form. It starts with no records listed; you add the ones you want from the list under the letter, which follows the statute's own categories, or write your own. Each one becomes a numbered item in the letter; fill in the highlighted details, such as dates and subjects, and remove anything you do not need. A specific request is harder to ignore than a broad one. When the letter is ready, print it or save it as a PDF. Send the request to the association's board or its designated records custodian. If the association has a management company, send a copy to the manager as well.
Use a delivery method that creates proof of receipt, such as certified mail, a commercial delivery service with tracking, hand delivery with a signed receipt, or e-mail to a designated association or management address. Keep the request, delivery proof, e-mails, tracking information, and all responses.
How to use this form
- 1Fill in the highlighted fields in the letter below: your name and address, your unit or lot, and the association's details. Click a yellow field and type.
- 2Add the records you want. Under the letter is a list of every kind of record the statute lets you ask for. Click "Add to request" and it appears as a numbered item in your letter, or add a blank item and write your own.
- 3Print or save the completed request as a PDF. Sign it if you are sending it by mail or hand delivery. Send it using a method that proves delivery, and keep the final version, proof of delivery, and all association responses. The form is designed to prepare a request on your device. Before sending, review the completed request carefully to make sure it identifies the correct association, unit number, records, subjects, and date ranges.
[Your name]
[Your mailing address]
[Your e-mail address and telephone number]
[Date]
Via [certified mail / tracked delivery / hand delivery / e-mail]
Board of Directors
[Name of condominium association], Inc.
c/o [Management company name, if any]
[Association or management company address]
[E-mail address designated for records requests, if any]
Re: Written request to inspect and copy official records under section 718.111(12), Florida Statutes
Unit [Unit number], [Name of condominium]
Dear Members of the Board:
I am the owner of Unit [Unit number]. Under section 718.111(12), Florida Statutes, I request to inspect and copy the following official records of the Association. This is a written official-records request.
The statutory 10-working-day period for making applicable records available begins when the Association's board or designee receives this request.
Please make the following records available:
I request an opportunity to inspect and copy the requested records. I intend to use a personal camera, phone, or portable scanning device to make copies during the inspection, subject to the Association's reasonable written inspection rules.
Please contact me at the e-mail address or telephone number above to arrange an inspection date and time within the statutory 10-working-day period. The inspection location should comply with section 718.111(12), including the requirement that records generally be available within 45 miles of the condominium property or within the county where the property is located ([county] County).
If the Association prefers to provide some or all records electronically, please send them to my e-mail address. Electronic delivery may be convenient, but it does not limit my right to inspect applicable official records. If any requested records are available through the Association's password-protected website or mobile application, please identify those records and provide the access information needed to view them.
If the Association believes that a requested item is not an official record or is exempt from inspection, please identify the item and state the statutory or other legal basis for withholding it. If a record contains both exempt and nonexempt information, please provide the reasonably segregable nonexempt portion with protected information redacted. When the records are made available, please provide the written checklist required by section 718.111(12), identifying the records made available and any official records not made available.
Electronic communications, including e-mail. Section 718.111(12)(a)21, Florida Statutes, includes among the official records "all other written records of the association not specifically included in the foregoing which are related to the operation of the association." This request therefore includes responsive e-mails and other electronic communications that are written records related to the operation of the Association. The Division of Florida Condominiums, Timeshares, and Mobile Homes has determined that "emails that otherwise constitute 'official records' are not excluded from the statutory definition of 'official records' merely because they are created or transmitted with board members' personal devices." In re Petition for Declaratory Statement of James Hanseman, DBPR Docket No. 2021-012740 (Jan. 6, 2022). Please include responsive e-mails regardless of whether they were created, sent, or stored on an Association-owned or a personal device or account.
Applicable statutory provisions. For the Association's reference, section 718.111(12), Florida Statutes, provides that:
- The failure of an association to provide the records within 10 working days after receipt of a written request creates a rebuttable presumption that the association willfully failed to comply. Section 718.111(12)(c)1.a.
- A unit owner who is denied access to official records is entitled to actual damages or minimum damages of $50 per calendar day for up to 10 days, beginning on the 11th working day after receipt of the written request, and a person who prevails in an enforcement action is entitled to reasonable attorney fees from the person in control of the records who knowingly denied access. Section 718.111(12)(c)1.a.
- In response to a written request, the association must simultaneously provide a checklist of all records made available and identify any official records not made available, and must keep that checklist for seven years. Section 718.111(12)(c)1.b.
- A director, board member, or community association manager who willfully and knowingly or intentionally violates the records-inspection requirements commits a misdemeanor of the second degree and must be removed from office. Section 718.111(12)(c)2.
- A person who willfully and knowingly or intentionally defaces or destroys required accounting records, or fails to create or maintain them, with the intent of causing harm to the association or its members, commits a misdemeanor of the first degree, is personally subject to a civil penalty, and must be removed from office. Section 718.111(12)(c)3.
I ask that the Association preserve all records responsive to this request until it has been fully satisfied.
Thank you for your prompt attention.
Sincerely,
______________________________
[Your name]
Owner, Unit [Unit number]
Records you can add to your request
Section 718.111(12) identifies categories of official records a condominium association must maintain. The categories below are common records that may be requested, subject to statutory exemptions, retention periods, and the records that actually exist.
Use the most specific description possible. Include a subject, project, vendor, meeting date, date range, unit number, or account number whenever you can. Click "Add to request" and it appears as a numbered item in your letter above.
Your own wording
- Write your own request[Describe the specific records you want, including the subject and the time period]
A blank numbered item for a record you want to describe in your own words, exactly and specifically: the document, the subject, and the time period. You can add as many as you need, before, between, or after the categories below.
Governing documents
- Declaration, bylaws, articles, and rulesThe recorded declaration of condominium and all amendments; the articles of incorporation and all amendments; the recorded bylaws and all amendments; and the current rules and regulations of the Association.
The recorded declaration of condominium and all amendments, articles of incorporation, bylaws and amendments, and current rules and regulations.
- Question-and-answer sheetThe Association's current frequently asked questions and answers sheet prepared under section 718.504.
The current frequently asked questions and answers sheet prepared by the association under section 718.504, if applicable.
Meetings and votes
- Minutes of board and owner meetingsThe minutes of all meetings of the board of directors, board committees, and the unit owners from [start date] to the present, including the minutes of any meeting at which [describe subject, e.g., "the special assessment adopted on (date)" or "the flooring rule"] was discussed or voted on, and the video recording of each board or membership meeting conducted by video conference during that period, including the meeting held on [meeting date].
Minutes of board, committee, and membership meetings for the requested period. Condominium meeting minutes are generally retained permanently. For meetings conducted by video conference, request the recording by meeting date. Video-conference recordings are official records and are subject to the statutory retention period.
- Election and voting recordsAll ballots, sign-in sheets, voting proxies, written consents, candidate materials, election notices, vote certifications, and other papers and electronic records relating to the [date] election or the vote on [describe amendment or matter].
Ballots, sign-in sheets, proxies, written consents, candidate materials, election notices, vote certifications, and other voting records for the identified election or vote. Request election materials promptly because certain voting materials are subject to statutory retention periods.
- Meeting notices and affidavitsThe notice, agenda, and affidavit of mailing, delivery, or posting for the [date] meeting at which [describe subject] was considered.
The notice, agenda, and affidavit of mailing or posting for a specific meeting, such as a special-assessment or budget meeting.
Money
- Accounting records and bank statementsThe Association's accounting records for [fiscal years or date range], including the itemized and detailed records of all receipts and expenditures; bank statements and general ledgers for all operating and reserve accounts; invoices, transaction receipts, deposit records, and canceled checks if maintained; and the supporting documentation for [identify transactions, if any].
Accounting records for [identify period], including itemized receipts and expenditures, bank statements, general ledgers, invoices, receipts, deposit records, canceled checks if maintained, and supporting documentation for identified transactions.
- Financial reports and auditsAll annual financial reports, audits, reviews, compilations, budgets, and other financial statements of the Association for [fiscal years].
Annual financial reports, audits, reviews, compilations, budgets, and other financial statements for [identify fiscal years].
- Your own account statement and ledgerThe complete owner ledger and account statement for Unit [Unit number] from [start date] through the present, including assessments, payments, interest, late fees, fines, collection costs, attorney fees, credits, adjustments, and the current balance.
The complete owner ledger and account statement for Unit [unit number] from [start date] through the present, including assessments, payments, interest, late fees, fines, collection costs, attorney fees, credits, adjustments, and the current balance.
- Budgets and reservesThe adopted and proposed budgets, reserve schedules, reserve calculations, reserve funding records, and structural integrity reserve studies of the Association for [years or study dates].
Adopted and proposed budgets, reserve schedules, reserve calculations, reserve funding records, and structural integrity reserve studies for [identify years or study dates]. Structural integrity reserve studies must generally be retained for at least 15 years after completion.
- Collection records for your unitAll collection records concerning Unit [Unit number] from [date] to the present, including notices of late assessment, notices of intent to record a claim of lien, claims of lien, notices of intent to foreclose, account statements, payment records, collection correspondence, and nonprivileged communications with the Association or its management company, with proof of the date and manner of delivery.
All collection records concerning Unit [unit number], including notices of late assessment, notices of intent to record a claim of lien, claims of lien, notices of intent to foreclose, account statements, payment records, collection correspondence, and nonprivileged communications with the association or management company.
Contracts, insurance, and the building
- Contracts and management agreementsAll management agreements, leases, vendor contracts, construction contracts, maintenance contracts, and other agreements under which the Association or the unit owners have an obligation or responsibility, for [identify vendor, project, or date range, e.g., "roof repair," "plumbing," or "concrete restoration"].
Management agreements, leases, vendor contracts, construction contracts, maintenance contracts, and other agreements under which the association or unit owners have an obligation or responsibility, for [identify vendor, project, or date range].
- BidsAll bids received for [identify project, work, materials, equipment, or services], including bid proposals, bid tabulations, and vendor submissions, for [identify date range].
Bids received for [identify project, work, materials, equipment, or services], including bid proposals, bid tabulations, and vendor submissions, for [identify date range].
- Insurance policiesAll current insurance policies of the Association, including the declarations pages, and including property, general liability, flood, directors-and-officers liability, fidelity or crime coverage, and any other policy maintained by the Association, subject to appropriate redaction of protected information.
Current association insurance policies, including property, general liability, flood, directors-and-officers liability, fidelity or crime coverage, and any other policy maintained by the association, subject to appropriate redaction of protected information.
- Insurance claim fileAll nonprivileged insurance-claim records concerning [describe event, date, location, and claim number if known], including correspondence, claim submissions, adjuster reports, estimates, invoices, proofs of loss, payment records, and claim-status information.
Nonprivileged insurance-claim records concerning [describe event, date, location, and claim number if known], including correspondence, adjuster reports, estimates, invoices, proofs of loss, payment records, and claim-status information. Some insurance-claim materials may be protected by attorney-client privilege, work-product rules, privacy protections, or other statutory exemptions.
- Inspection and engineering reportsAll milestone-inspection reports, structural-integrity reserve studies, engineering reports, building-condition reports, life-safety reports, contractor reports, and building permits in the Association's possession concerning [identify building, project, condition, or date range], including copies of all building permits for ongoing or planned construction.
Milestone-inspection reports, structural-integrity reserve studies, engineering reports, building-condition reports, life-safety reports, contractor reports, and building permits concerning [identify building, project, condition, or date range]. Some inspection and engineering records are subject to special statutory retention requirements.
- Plans, permits, and warrantiesThe plans, specifications, permits, warranties, and developer turnover records relating to [identify building component, project, or issue], including the items provided to the Association by the developer under section 718.301(4).
Plans, specifications, permits, warranties, and developer turnover records relating to [identify building component, project, or issue].
Enforcement, people, and everything else
- Violation and fine recordsAll nonprivileged violation and enforcement records concerning [identify the rule or restriction, e.g., "pets," "parking," or "flooring"] from [start date] through [end date], including violation notices, notices of proposed fine or suspension, inspection records, hearing notices, fining-committee agendas or minutes, and fining-committee decisions.
Nonprivileged violation and enforcement records concerning [identify the rule or restriction] from [start date] through [end date], including violation notices, inspection records, hearing notices, fining-committee agendas or minutes, and fining-committee decisions. Personal information and other protected material may be redacted. A focused request is more likely to produce useful comparison records than a request for all enforcement materials.
- Owner rosterThe current owner roster showing owner names, unit designations, and mailing addresses, subject to statutory confidentiality protections.
The current owner roster showing owner names, unit designations, and mailing addresses, subject to statutory confidentiality protections. E-mail addresses and telephone numbers may be available only to the extent permitted by the applicable consent and privacy provisions.
- Director education certificatesThe written certification of service and educational certificate on file for each current director under section 718.112(2)(d), including any annual continuing-education completion record required by Chapter 718.
Each current director's written certification of service and education certificate, including any annual continuing-education completion record required by Chapter 718.
- Board and manager correspondenceAll nonprivileged written communications, including e-mails and letters, maintained by or on behalf of the Association from [start date] to the present concerning [identify subject, project, property condition, vendor, or meeting].
Nonprivileged written communications, including e-mails and letters, maintained by or on behalf of the association concerning [identify subject, project, property condition, vendor, meeting, or date range]. Communications protected by attorney-client privilege, litigation work-product rules, or statutory privacy exemptions may be withheld or redacted.
- Records-inspection rules and checklistsThe Association's current written rules, if any, governing official-record inspections, copying, scheduling, location, and charges, and the records-request checklists for my prior requests dated [identify prior request dates, if relevant].
The association's current written rules governing official-record inspections, copying, scheduling, location, and charges. Also request records-request checklists for [identify prior request dates or owner requests, if relevant], subject to statutory retention requirements.
- All other records on a subjectAll other nonprivileged written records maintained by or on behalf of the Association that relate to [identify the specific subject, project, event, building component, vendor, date range, or dispute].
Other nonprivileged written records maintained by or on behalf of the association that relate to [identify the specific subject, project, event, building component, vendor, date range, or dispute]. Avoid using a request for "all records" without a subject or date range. A focused request is easier to enforce and more likely to receive a timely, complete response.
Which records fit which problem
- Disputed balance or collection letter: your account statement and ledger, collection records for your unit, bank statements for the period, and the minutes and notice for any special assessment on the ledger.
- Fine or violation: the governing documents, the rule at issue, board minutes adopting the rule or proposing the fine, fining-committee appointment records, hearing notices, your owner ledger, and nonprivileged enforcement records involving the same restriction during a defined date range. Request director and committee information separately if you need to determine whether committee members were eligible to serve.
- Repair the association will not make: maintenance contracts, vendor proposals, inspection and engineering reports, permits, warranties, insurance policies, nonprivileged claim records, board minutes, and nonprivileged correspondence concerning the condition, repair project, or building component at issue.
- Special assessment: the meeting notice and affidavit, the minutes, budgets and reserves, contracts, and bids.
- Election or amendment: meeting notices, agendas, affidavits of mailing or posting, ballots, proxies, written consents, sign-in sheets, vote certifications, candidate materials, meeting minutes, and the recorded amendment or election results.
After you send it
Note the date the board or its designee received the request. That date is the starting point for counting the 10-working-day response period.
If the association does not make the requested applicable records available by the end of the statutory period, the rebuttable presumption of willful noncompliance may arise on the 11th working day. Whether statutory damages are ultimately recoverable depends on the records requested, the association's response, any applicable exemption, and the remedy pursued.
Keep a log. If the association offers an inspection date after the 10-working-day period, you may accept the date to obtain the records while preserving your position in writing. State that you will attend on the offered date but do not waive any rights arising from the association's failure to make records available within the statutory period. If it produces some records, compare the checklist against your request and respond in writing with a list of what is still missing.
If the association produces nothing or only part of what you requested, send a short written follow-up identifying the missing records and attaching or referring to the original request.
A condominium owner may have several options, depending on the facts: a complaint or enforcement request through the Division of Florida Condominiums, Timeshares, and Mobile Homes; Chapter 718 alternative dispute resolution; or a court action seeking available damages, access to records, and attorney fees. The remedies are explained in Official Records Requests.
A board's failure to allow inspection of official records is a defined condominium dispute under section 718.1255. Before filing suit, determine whether Division nonbinding arbitration or presuit mediation is required or available for the particular dispute.
This form is provided for general educational purposes. It is not legal advice, it may not fit your association's documents or your circumstances, and using it does not create an attorney-client relationship with Perez Mayoral, P.A. Review your declaration and bylaws and consult a Florida attorney about your particular situation.