52Editions

HOA Records Request Letter (Florida)

Fill in the highlighted fields to create a Florida HOA records request that asks the board to make the association's official records available within 10 business days of receipt. It is free and needs no account: copy the finished letter or download it as a Word file.

[Date]

[Name of Homeowners Association]
Attn: Board of Directors, c/o [Registered Agent or Community Manager]
[Association Address]

Sent by certified mail, return receipt requested, and by email to [Email Address]

Re: Request for official records under section 720.303(5), Florida Statutes

Dear Board of Directors,

I am the owner of [Your Property Address] in [Name of Homeowners Association]. Under section 720.303(5), Florida Statutes, I request to inspect and copy the following official records:

  1. [Record One, for example "Minutes of all board meetings from January 1, 2025 to the present"]
  2. [Record Two, for example "The annual budget and year-end financial statements for 2025"]
  3. [Record Three, for example "All executed contracts with the community manager and landscaping vendor"]

I would like to [Delivery Preference, for example "inspect the records in person, and use my own phone to photograph pages" or "receive electronic copies"]. Please make the records available within 10 business days of receiving this request, and send me your copy-fee policy before charging.

If you decline to provide any record, please identify the record and the exemption you rely on.

Sincerely,

[Your Name]
[Your Property Address]
[Phone or Email]
[Signature]

What this letter does

A Florida HOA records request letter invokes the owner's right to inspect and copy the association's official records under section 720.303(5) of the Florida Statutes. It sets a clear request date, which starts the clock for the association's response. Florida law lets an owner make the request in writing without giving a reason.

Key rules in Florida (section 720.303)

  • Written request. The owner makes a written request to the board or its designee.
  • 10 business days. The records must be made available within 10 business days after the board receives the request.
  • Certified mail is not required to make a valid request. It matters because failure to provide access within 10 business days after a certified-mail request creates a rebuttable presumption of willful noncompliance.
  • No stated purpose. The association may not require you to demonstrate a proper purpose.
  • Your own device is free. The statute lets you use a personal scanning or photographing device at no charge.
  • Copy charges. The association may charge copying costs. Personnel time may be charged only if retrieving and copying takes more than half an hour, and it may not exceed $20 per hour. There is no personnel charge for requests of 25 pages or fewer. The association may charge up to 25 cents per page on its own photocopier.
  • Reasonable rules on timing. The association can set rules on time, place and manner of inspection but may not limit access to less than one 8-hour business day per month.
  • Remedies. An owner denied access may recover actual damages or minimum damages of $50 per calendar day, up to 10 days, for willful noncompliance, beginning on the 11th business day after the request. The statute also includes criminal penalties for knowing, willful and repeated violations.

Records the association can withhold

Section 720.303(5) exempts categories including attorney-client privileged records until the proceeding concludes, personnel records (apart from written employment agreements and budget records showing compensation), medical records, personal identifying information such as Social Security and credit card numbers, phone numbers, emails and emergency contacts, electronic security measures, and information obtained in approving a lease, sale or transfer. The owner's name, parcel designation, mailing address and property address are not covered by the personal-information restriction.

How to make the request work

  1. List each record separately and give date ranges.
  2. Send it by certified mail with return receipt, and also by email.
  3. Note the date the board received it, and count 10 business days.
  4. If the deadline passes, send a second letter that refers to the first and cites section 720.303(5). Consider asking a Florida attorney about remedies.

For other states, see the general letter to the HOA requesting documents. The statute may change, so check the current text of section 720.303 on the Florida Legislature's website before you rely on a figure.

When the records concern a pending sale, the Florida estoppel certificate request has its own deadline. If the board refuses or you think a charge was wrong, send an HOA dispute letter, and boards answering a request can review the duties of HOA directors.

Common questions

How long does a Florida HOA have to provide records?

Ten business days after the board receives the written request.

Can the HOA refuse because I did not say why I want the records?

No. The statute says the association may not require a parcel owner to demonstrate any proper purpose.

Can I take photos of the records?

Yes. You can use your own scanning or photographing device at no charge.

This page gives general information and sample wording. It is not legal advice, and requirements differ by state and by association.