Use this log to record abusive, threatening or disruptive conduct by an owner toward staff, directors or residents. Write each entry the same day, stick to facts, and put the owner's words in quotation marks. A good log helps the board and association counsel decide what to do next. It may also become an association record or evidence in a dispute, so write every entry as if the owner, a judge or the whole community will read it. If anyone is in danger, call 911 first. Document later.
How to use this log
- Safety first. End the encounter, get to safety and call 911 if needed. The log comes afterward.
- Write it the same day, while memory is fresh. Note the time you wrote the entry.
- Who, when, where. Date, time, place or channel (phone, email, lobby, meeting), and everyone present.
- What was said, word for word. Use quotation marks for exact words, even offensive ones. Write "approximately" if you're not sure.
- What was done. Describe actions you saw: "stood in the office doorway," "slammed the counter."
- Witnesses. Names and contact details. Ask them to write their own notes.
- Actions taken and follow-up. Who you told, when, and what happened next.
- Save the evidence. Keep emails, texts, voicemails, photos and video. Don't delete anything.
- Keep it private. Store the log with the management company's records, not on a personal phone, and share it only with the board and counsel as needed.
- Tell counsel. Florida's official-records lists include all other written records related to the operation of the association (§ 718.111(12)(a); § 720.303(4); § 719.104(2)(a), Fla. Stat.). Whether a log is a record an owner can inspect, or whether it would have to be produced in a lawsuit, is a question for counsel.
Incident log
Association: ____ Prepared by: ______
| Date & time | Location / channel | Who was involved | What happened (facts and exact words) | Witnesses | Reported to / action taken | Follow-up |
|---|---|---|---|---|---|---|
Writing a good entry
| Instead of… | Try… |
|---|---|
| "Owner was crazy and out of control." | "Owner raised his voice and said, 'You people are thieves.'" |
| "She threatened me." | "She said, 'You'd better watch yourself in the parking lot.'" |
| "He's obviously unstable." | Leave it out. Describe only what was said and done. |
| "Harassed staff all week." | "Called the office 14 times between March 3 and 7; log of calls attached." |
| "Everyone saw it." | "Witnesses: [NAME], front desk; [NAME], owner, Unit [ ]." |
Frequently asked questions
Why document a difficult owner at all?
Counsel can't advise on options such as a warning letter, conduct rules or court protection without facts. A dated, factual log is far more useful than a memory of "months of abuse."
Can I include my opinion of the owner?
No. Leave out opinions, diagnoses and labels such as "harassment" or "unstable." Describe what was said and done, and let the board and counsel draw conclusions.
Will the owner be able to see this log?
Possibly. It may be an association record or may have to be produced in a dispute. Tell counsel the log exists and follow counsel's advice on storage and access.
Should directors keep their own logs?
Yes, using the same rules, and they should send them to the manager or counsel rather than keep them in personal email. Preserve related messages.
Related resources
- Dealing with difficult owners: Hear, Name, State, Next
- Setting boundaries with a harassing or abusive owner
- A disruptive owner at a board meeting
- An owner threatens to sue
- Litigation hold and record preservation
- Record preservation checklist
- Confidentiality and privilege
Talk to association counsel
When an owner's conduct makes staff, directors or residents feel unsafe, the board needs a plan, not just a log. Call Hamilton Mikes, P.A. at 239-594-7227 or reach us through our contact page.
Statutes and authorities referenced
- § 718.111(12)(a), Fla. Stat. (condominium official records)
- § 720.303(4), Fla. Stat. (HOA official records)
- § 719.104(2)(a), Fla. Stat. (cooperative official records)