Florida official records rules differ by community type. Condominiums (§ 718.111(12)) and cooperatives (§ 719.104(2)) must make records available within 10 working days of a written request; HOAs (§ 720.303(5)) within 10 business days. Each provides minimum damages of $50 per day for up to 10 days. Condominiums keep core records permanently and face criminal penalties for records violations; HOAs face similar penalties; cooperatives' statute has none.
Master comparison table
| Topic | Condominium (Ch. 718) | HOA (Ch. 720) | Cooperative (Ch. 719) |
|---|---|---|---|
| Statute | § 718.111(12) | § 720.303(4)–(5) | § 719.104(2) |
| What are official records (highlights) | Developer plans/permits/warranties; recorded declaration, bylaws, articles and amendments; current rules; minutes of all meetings and recordings of video-conference meetings (§ 718.111(12)(a)6.); owner roster with emails of owners consenting to electronic notice (§ 718.111(12)(a)7.); insurance policies; contracts; accounting records including SIRS (§ 718.111(12)(a)11.); ballots and proxies (§ 718.111(12)(a)12.); structural/life-safety inspection reports (§ 718.111(12)(a)15.); building permits; affidavits; other operational records. § 718.111(12)(a) | Plans, permits, warranties; bylaws, articles, declaration and amendments; current rules; minutes; member roster; insurance policies; contracts and bids; financial and accounting records; disclosure summary; ballots, sign-in sheets and proxies; other written records related to operation. § 720.303(4) | Developer items; cooperative documents; rules; minutes; owner roster; insurance policies; contracts and bids; accounting records; ballots and proxies; inspection reports; other operational records. § 719.104(2)(a) |
| Retention | Permanent: items (a)1.–6. (plans, declaration, bylaws, articles, rules, minutes and video-conference recordings). § 718.111(12)(b). SIRS: at least 15 years after completion. § 718.111(12)(a)11.d. Bids: 1 year. § 718.111(12)(b). Ballots/proxies: 1 year after the vote. § 718.111(12)(a)12. All others: at least 7 years. § 718.111(12)(b) | At least 7 years, unless the governing documents require longer. § 720.303(4). Bids: 1 year. § 720.303(4)(a)9. Ballots, sign-in sheets, proxies: at least 1 year after the vote. § 720.303(4) | At least 7 years. § 719.104(2)(b). Bids: 1 year. § 719.104(2)(a). Ballots/proxies: 1 year. § 719.104(2)(a). Structural/life-safety inspection reports: 15 years after receipt. § 719.104(2)(a)14. |
| Where kept | Within Florida; available within 45 miles of the condominium property or in the county. § 718.111(12)(b) | Within Florida; available within 45 miles of the community or in the county. § 720.303(5)(a) | Within Florida; available within 45 miles of the cooperative property or in the county. § 719.104(2)(b) |
| Response deadline | 10 working days after the board or its designee receives a written request. § 718.111(12)(b), (c)1.a. Must give the requester a checklist of records provided and not provided; keep checklists 7 years. § 718.111(12)(c)1.b. | 10 business days after the board or its designee receives a written request. § 720.303(5)(a) | 10 working days after receipt of a written request. § 719.104(2)(b) |
| Consequence of failure | Rebuttable presumption of willful failure after 10 working days; actual or minimum damages of $50/calendar day for up to 10 days starting the 11th working day; attorney fees. § 718.111(12)(c)1.a. Criminal: willful and knowing or intentional violation by a director or CAM is a second-degree misdemeanor with removal from office (§ 718.111(12)(c)2.); destroying or failing to maintain accounting records with intent to harm is a first-degree misdemeanor (§ 718.111(12)(c)3.); refusing to produce records to avoid detection of a crime is a third-degree felony (§ 718.111(12)(c)4.). | Rebuttable presumption only if the request was sent certified mail, return receipt requested. § 720.303(5)(b). Actual or minimum damages of $50/calendar day for up to 10 days starting the 11th business day. § 720.303(5)(c). Criminal: knowing, willful and repeated violation with intent to harm is a second-degree misdemeanor (§ 720.303(5)(d)); destroying accounting records with intent to harm, first-degree misdemeanor (§ 720.303(5)(e)); refusing to produce to avoid detection of a crime, third-degree felony (§ 720.303(5)(f)). | Rebuttable presumption after 10 working days; actual or minimum damages of $50/calendar day for up to 10 days starting the 11th working day; attorney fees. § 719.104(2)(c). No criminal penalty provision in § 719.104. |
| Exempt / protected records | Attorney-client and work-product material; lease/sale/transfer approval information; personnel records (except employment agreements and compensation); owners' medical records; SSNs, driver license and card numbers, emails, phone numbers, emergency contacts and non-mailing addresses; security measures and passwords; software; affirmative acknowledgments. § 718.111(12)(c)5. | Attorney-client and work product; lease/sale approval information; gated-community guest information; personnel records; medical records; personal identifying information; security measures/passwords; software; affirmative acknowledgments. § 720.303(5) | Attorney-client material; lease/sale approval information; personnel records; medical records; personal identifying information; security measures/passwords; software. § 719.104(2)(c) |
| Copying fees | Owner may obtain copies at reasonable expense; association may adopt reasonable rules on frequency, time, location, notice and manner, but may not require a reason. § 718.111(12)(c)1.a. | No charge for copies made with the owner's portable device; up to 25 cents per page on the association's copier after the first 25 pages; actual vendor cost for outside copying; personnel charges up to $20/hour only after the first half hour of retrieval. § 720.303(5) | Copies at reasonable expense; owners may use a portable device at no charge. § 719.104(2)(c) |
| Website / app posting | Associations managing a condominium with 25 or more units (non-timeshare) must post listed documents — governing documents, rules, 12 months of approved minutes and video-conference recordings, contracts and bid summaries, budgets, financial reports, director certifications, conflict documents, meeting notices and agendas, inspection reports, SIRS, building permits, affidavits — in a password-protected owner section within 30 days of creation or receipt. § 718.111(12)(g)1.–2. | Associations with 100 or more parcels must post listed documents (governing documents, rules, contracts and bids list, budgets, financial reports, insurance policies, director certifications, conflict documents, meeting notices and agendas) by January 1, 2025, in a protected section. § 720.303(4)(b)1. | No website requirement found; association may offer records electronically. § 719.104(2)(b) |
| Owners vs. board members | Statute grants inspection to members and their authorized representatives; renters may inspect only the declaration, bylaws, rules and inspection reports. § 718.111(12)(c)1.a. No separate director right in § 718.111(12). | Inspection right belongs to parcel owners and members. § 720.303(5)(a). No separate director right in § 720.303(5). | Inspection right belongs to members and representatives. § 719.104(2)(c). No separate director right in § 719.104(2). |
| Manager / management firm obligations | CAM or firm must return all official records within 20 business days after the management contract ends or a written request, whichever is first; may keep records needed for an ending financial statement up to 20 business days; late return creates a presumption of willful failure, possible license suspension and a $1,000/day civil penalty for up to 10 business days. § 468.4334(4). Outgoing directors must turn over records within 5 days after the election. § 718.111(12)(f) | Same § 468.4334(4) 20-business-day rule. CAMs are covered by the criminal provision in § 720.303(5)(d). | Same § 468.4334(4) 20-business-day rule. Outgoing directors turn over records within 5 days after the election. § 719.104(2)(e) |
| Electronic records and email | Minutes may be electronic records; records may be offered electronically or on a website. § 718.111(12)(a)6., (b). Owner emails are protected unless the owner consented to electronic notice. § 718.111(12)(c)5. | Minutes may be kept in a form convertible to writing. § 720.303(3). Email addresses are protected personal information. § 720.303(5) | Records may be offered electronically via the Internet or on screen. § 719.104(2)(b) |
Practice note (Hamilton Mikes guidance, not a statutory rule): directors generally need records to do their jobs, and access disputes between directors are best resolved through the board and counsel rather than by treating a director as an ordinary requester. Board business conducted by email can fall within "other written records related to the operation of the association," so keep association business on association email and preserve it.
Gotchas by regime
Condominiums: the checklist under § 718.111(12)(c)1.b. is mandatory and creates a presumption of compliance — use it every time. Video-conference recordings and minutes are permanent. Posting a requested record on the website lets you point the requester there (§ 718.111(12)(c)1.a.).
HOAs: the presumption of willfulness only applies to certified-mail requests (§ 720.303(5)(b)), but the deadline runs from any written request. Count business days, not calendar days.
Cooperatives: fewer rules does not mean no exposure — the $50/day damages and attorney fees still apply (§ 719.104(2)(c)).
Frequently asked questions
How long does a Florida association have to produce official records?
Condominiums and cooperatives have 10 working days after receiving a written request (§ 718.111(12)(c)1.a.; § 719.104(2)(b)). HOAs have 10 business days (§ 720.303(5)(a)). Damages begin on the 11th working or business day.
How long must a Florida condominium keep its records?
Plans, the declaration, bylaws, articles, rules, minutes and video-conference recordings are permanent (§ 718.111(12)(b)). SIRS are kept at least 15 years (§ 718.111(12)(a)11.d.), bids and ballots 1 year, and everything else at least 7 years.
Which associations must have a records website?
Condominiums with 25 or more units (excluding timeshare condominiums) must post listed records on a website or app (§ 718.111(12)(g)1.). HOAs with 100 or more parcels must do so (§ 720.303(4)(b)1.). Chapter 719 has no comparable requirement for cooperatives.
What records can an association withhold from an owner?
Privileged attorney-client material, lease and sale approval information, most personnel records, medical records, personal identifying information, security information and software are protected in all three regimes (§ 718.111(12)(c)5.; § 720.303(5); § 719.104(2)(c)). Whether a specific document is privileged is a question for counsel.
How fast must a management company turn over records when it is replaced?
Within 20 business days after the contract ends or a written request, whichever comes first (§ 468.4334(4)). The firm may keep records needed for an ending financial statement for up to 20 business days. Late return can mean license suspension and a $1,000-per-day civil penalty for up to 10 business days.
Related resources
- Handling an owner records request
- Official records request checklist
- Records retention checklist
- Record preservation checklist
- When the milestone or SIRS report arrives
- Board meeting requirements compared
- Manager or lawyer?
Talk to association counsel
If a request involves privileged material, a dispute with a prior management company, or a records request that looks like the start of litigation, call before you respond. Reach Hamilton Mikes, P.A. at 239-594-7227 or through /contact/.
Statutes and authorities referenced
- § 718.111(12), Fla. Stat. (condominium official records)
- § 720.303(4)–(5), Fla. Stat. (HOA official records)
- § 719.104(2), Fla. Stat. (cooperative official records)
- § 468.4334(4), Fla. Stat. (manager return of records)