Florida Regulatory RequirementsWhat Florida requires of your condo or HOA — with the citations behind every requirement.
RecordSteward is built for CAMs and associations nationwide. We started in Florida — the state with the strictest record-keeping requirements in the country — so the software would be capable of meeting any state's standards. The page below covers what Florida statute requires of condo and homeowner associations. If we can handle Florida, we can handle yours.
What Florida requires of your association — and what happens without it
Structural Integrity Reserve Study (SIRS)
Required for residential condos 3+ stories. Initial study due by Dec 31, 2024, then every 10 years. Covers roof, structure, fireproofing, plumbing, electrical, waterproofing, windows, exterior, foundation, and load-bearing common-element walls. Reserve waiver for SIRS components is prohibited. (FS 718.112(2)(g))
Who it applies to: residential condominium associations with buildings 3 or more habitable stories.
Deadline: initial study by Dec 31, 2024; every 10 years thereafter.
What the law requires the association to keep on file: the SIRS report itself, the engagement letter with the engineer or architect performing the study, the supporting reserve schedule, the board minutes adopting the study, the owner notice of adoption, and the corresponding reserve line items in the annual budget.
Why it matters operationally: lenders and unit-sale buyers increasingly request the SIRS package during diligence. Missing pieces stall closings, slow lender approvals, and expose the board to liability under the post-Surfside framework. The reserve-waiver prohibition means the association cannot vote to underfund SIRS components.
Statute: FS 718.112(2)(g). Online Sunshine: https://www.flsenate.gov/Laws/Statutes/2023/718.112
Milestone Inspection
Required for condo and co-op buildings 3+ stories at 30 years from certificate of occupancy (25 years within 3 miles of the coast). Phase 1 visual inspection; Phase 2 if structural distress is found. (FS 553.899)
Who it applies to: condominium and cooperative buildings 3 or more habitable stories above grade.
Deadline triggers: 30 years from issuance of certificate of occupancy; 25 years if the building is within 3 miles of the coastline. Re-inspection every 10 years after the initial milestone.
Phase 1 is a visual inspection performed by a licensed architect or engineer. Phase 2, required only if Phase 1 identifies substantial structural deterioration, involves further testing to characterize the issue.
What the law requires the association to keep on file:the Phase 1 report, the Phase 2 report (if performed), the engineer or architect engagement letter, the local building official's filing, the board minutes addressing findings, owner notice of the inspection results, and any remediation plan or follow-up reports.
Statute: FS 553.899. Online Sunshine: https://www.flsenate.gov/Laws/Statutes/2023/553.899
25-Unit Website Posting
Condo associations with 25 or more units must maintain a password-protected website (or app) with current governing documents, financials, contracts, bids, board meeting notices, and assessments. Effective Jan 1, 2026. (FS 718.111(12)(g))
Who it applies to: condominium associations operating buildings with 25 or more units (reduced from the prior 150-unit threshold).
Effective date: January 1, 2026.
What must be posted (members-only access acceptable for most items): recorded declaration and bylaws plus all amendments, articles of incorporation, rules and regulations, summaries of bids exceeding $500 received in the past year, executory contracts, current annual budget and proposed budget, year-end financial reports, monthly income/expense statements considered at meetings, board member certifications, meeting notices and agendas, and recorded board meeting video where applicable.
Penalty exposure: willful failure to maintain the website or post required records may be treated by the Division of Florida Condominiums, Timeshares, and Mobile Homes as a violation of the records-access provisions of FS 718.
Statute: FS 718.111(12)(g). Online Sunshine: https://www.flsenate.gov/Laws/Statutes/2023/718.111
10-Day Records Request Response
Condo associations must produce official records within 10 working days of a written request. HOA: 10 business days. Willful denial can trigger civil and, in the condo context, criminal exposure. (FS 718.111(12); FS 720.303(5))
Who it applies to: condo associations (FS 718.111(12)) and HOAs (FS 720.303(5)).
Response window: condo associations have 10 working days from receipt of a written request; HOAs have 10 business days. The association may charge reasonable copying costs but may not condition access on payment.
Penalty exposure: willful failure to provide access may give rise to civil damages, including statutory per-day damages after the deadline. In the condo context, willful denial can be charged as a second-degree misdemeanor under recent legislative updates to FS 718.
Records the association must be able to produce on demand include declarations and bylaws, all amendments, articles, rules, board and committee meeting minutes for the past 7 years, financial records for the past 7 years, contracts, bids, insurance policies, building permits and inspections, and current owner lists.
Statutes: FS 718.111(12) (condo); FS 720.303(5) (HOA). Online Sunshine: https://www.flsenate.gov/Laws/Statutes/2023/718.111 and https://www.flsenate.gov/Laws/Statutes/2023/720.303
Reserve Funding (No Waiver)
As of Dec 31, 2024, condo associations may no longer waive or underfund reserves for SIRS-covered structural components. Annual budget must fully fund those reserves. (FS 718.112(2)(f)(2))
Who it applies to: residential condominium associations subject to SIRS (buildings 3+ habitable stories).
Effective: budgets for fiscal years beginning on or after December 31, 2024.
What changed: prior law allowed members to vote to waive or reduce reserve funding annually. The post-SB 4-D framework removes that option for SIRS-covered components: roof, load-bearing walls and primary structural members, floor, foundation, fireproofing and fire protection systems, plumbing, electrical systems, waterproofing and exterior painting, windows and exterior doors, and any other item with a deferred maintenance expense or replacement cost exceeding $10,000 that, if not maintained, would negatively affect the listed items.
What the law requires the association to keep on file: the annual budget showing SIRS reserve line items at full funding, the reserve study supporting the schedule, any reserve transfer authorizations (movement of reserve funds between line items requires a member vote), and the board minutes adopting the budget.
Statute: FS 718.112(2)(f)(2). Online Sunshine: https://www.flsenate.gov/Laws/Statutes/2023/718.112
What a complete records inventory covers
Florida's record-keeping requirements span more than just structural and financial documents. Below are the 10 categories RecordSteward's Florida catalog tracks — 96 entries total, 55 for condos and 41 for HOAs.
1. Governing Documents
The recorded foundations of your association: declaration, articles, bylaws, rules, and every amendment. These define what the association is, who governs it, and what owners are bound by. They never expire — but they must remain available on request and accurate to current recorded versions.
Governing documents are the recorded instruments that create the association and set its rules of operation. Florida statute requires boards and CAMs to keep clean, current copies on hand for owners, lenders, title companies, and litigation discovery.
Document types in this category:
- Recorded Declaration of Condominium (FS 718.104) or Declaration of Covenants (FS 720.302)
- Articles of Incorporation (FS 718.103 / FS 720.301)
- Bylaws (FS 718.112 / FS 720.303)
- Rules and Regulations (FS 718.123 / FS 720.303(1))
- All recorded amendments (FS 718.110 / FS 720.306)
- Plot plan, community plat, surveys (FS 718.104 / FS 720.302)
Primary citations: FS 718.104, FS 718.110, FS 718.112, FS 720.302, FS 720.303, FS 720.306.
2. Financial Records
Adopted budgets, year-end financials, audit/review/compilation reports, reserve schedules, bank statements, paid invoices, and tax returns. Florida requires most categories retained for 7 years. Reserve schedules carry special weight for condos — SIRS-component reserves cannot be waived.
Florida's financial-records framework requires every association to keep a documented financial history that owners, auditors, lenders, and insurers can reconstruct.
Document types in this category:
- Current annual budget — adopted with proper owner notice (FS 718.112(2)(f) / FS 720.303(6))
- Prior-year financial statements (FS 718.111(13) / FS 720.303(7))
- Annual audit, review, or compilation — type required varies by revenue tier (FS 718.111(13) / FS 720.303(7))
- Reserve schedule — fully funded for SIRS components in condos; waivable by member vote in HOAs (FS 718.112(2)(f)(2) / FS 720.303(6))
- Bank statements for operating and reserve accounts (FS 718.111(12) / FS 720.303(5))
- Paid invoices and federal tax returns (Form 1120-H or 1120)
Primary citations: FS 718.111(12), FS 718.111(13), FS 718.112(2)(f), FS 720.303(5)(6)(7).
3. Meeting Records
Every board and member meeting must be documented: minutes, notices, agendas, ballots, proxies, voting certificates. Florida requires 7-year retention for most. Budget meetings carry a 14-day owner-notice rule for condos.
Meeting records are the audit trail of how the association governs itself. Owners can request them, regulators can review them, and litigation discovery routinely targets them.
Document types in this category:
- Board meeting minutes — 7-year retention (FS 718.111(12)(c) / FS 720.303(3))
- Member or unit-owner meeting minutes (FS 718.111(12)(c) / FS 720.303(3))
- Meeting notices and agendas with proof of delivery (FS 718.112(2)(c) / FS 720.303(2))
- Election ballots and proxies — 1-year retention (FS 718.112(2)(d) / FS 720.306(8))
- Voting certificates for multi-owner units (condo, FS 718.112(2)(d))
- Voting interest records — 5 years (HOA, FS 720.306(8))
Primary citations: FS 718.111(12)(c), FS 718.112(2)(c)(d), FS 720.303(2)(3), FS 720.306(8).
4. Ownership Records
Current owner or member roster, delinquencies, violations and fines, and sale/lease approvals. Most retained for 7 years. The roster itself must stay current to support the records-request response clock.
The ownership-records category covers what associations must keep about the people they govern — and the actions taken when those people fall behind or fall out of compliance with governing documents.
Document types in this category:
- Current owner or member roster with mailing addresses, refreshed monthly (FS 718.111(12)(a)(7) / FS 720.303(5))
- Outstanding assessments and delinquency ledger (FS 718.116 / FS 720.3085)
- Violations and fines log — 7-year retention (FS 718.303 / FS 720.305)
- Sales and leasing approvals where governing documents require them (FS 718.112(2)(i) — condo specific)
- Architectural review applications and approvals (HOA-specific, FS 720.3035)
Primary citations: FS 718.111(12)(a)(7), FS 718.116, FS 718.303, FS 720.303(5), FS 720.305, FS 720.3035, FS 720.3085.
5. Structural (SIRS / Milestone)
Condo-only category. Buildings 3+ stories must produce SIRS reports every 10 years and milestone inspections at 30-year (inland) / 25-year (coastal) thresholds. Engineer credentials, board acceptance, and owner-distribution proof must all be on file.
Florida's post-Surfside framework added the structural-records category. It applies to residential condominium and cooperative buildings 3 or more habitable stories above grade. HOAs are not subject to SIRS or milestone inspection requirements.
Document types in this category:
- Structural Integrity Reserve Study (SIRS) — every 10 years, no waiver permitted (FS 718.112(2)(g))
- Milestone Phase 1 — visual inspection at 30 years inland or 25 years coastal, then every 10 years (FS 553.899)
- Milestone Phase 2 — only if Phase 1 finds substantial structural deterioration (FS 553.899)
- Engineer or architect credentials (FS 471, FS 718.112(2)(g))
- Board minutes accepting SIRS and milestone reports (FS 718.112(2)(g))
- Proof of milestone summary distribution to owners within 30 days (FS 553.899(8))
- County-level recertification (Broward Ch. 9.30, Miami-Dade Ch. 8-11) where applicable
Primary citations: FS 718.112(2)(g), FS 553.899, FS 471.
6. Insurance
Property insurance with replacement-cost appraisal, general liability, D&O, fidelity bond, flood, and wind-mitigation coverage. Most policies refresh annually; condo replacement-cost appraisals refresh every 3 years.
Insurance is both a record-keeping requirement and an operational discipline. Florida requires condominium associations to carry specific coverages on common elements and to maintain the documentation that supports each policy.
Document types in this category:
- Property insurance policy plus replacement cost appraisal — appraisal refreshed every 3 years (FS 718.111(11))
- General liability insurance (FS 718.111(11))
- Directors and Officers (D&O) liability (FS 718.111(11))
- Fidelity bond — required for associations with funds 75K+ or 50+ units (FS 718.111(11)(h))
- Flood insurance certificate — required for FEMA flood-zone buildings
- FEMA Elevation Certificate (coastal)
- Windstorm / wind-mitigation certificate — refreshed every 5 years (FS 627.711)
- Insurance claims log
Primary citations: FS 718.111(11), FS 718.111(11)(h), FS 627.711. HOA insurance practice follows industry standards rather than parallel statute requirements for most coverage types.
7. Vendors & Contracts
Management agreements (CAM contracts), service contracts (elevator, pool, fire alarm), competing bids over the statute threshold, and certificates of insurance for every vendor working on common elements. Most contracts retained 7 years; bid summaries 1 year.
Vendor and contracts records cover every paid relationship the association maintains for services on common elements. Florida statute imposes both retention and (for condos) website-posting obligations on competing bids.
Document types in this category:
- Management agreement / CAM contract (FS 468 — CAM licensure)
- Elevator maintenance contract — annual (FS 399)
- Pool service contract — annual (Florida DOH 64E-9)
- Fire alarm and sprinkler maintenance — annual (NFPA 25, NFPA 72)
- All competing bids received for projects over $10,000 — 1-year retention (FS 718.111(12) condo; FS 720.3055 HOA)
- Vendor certificates of insurance — refreshed annually
- Warranties on common-area improvements
Primary citations: FS 718.111(12), FS 720.303(5), FS 720.3055.
8. Government Filings
Annual filings with the State of Florida and the federal government: corporate annual report, DBPR Division registration (condo only), and federal tax return. Each refreshes annually. Missed filings expose the association to administrative dissolution.
Florida associations operate as not-for-profit corporations and carry the corresponding annual filing obligations. Condos have additional DBPR Division oversight that HOAs do not.
Document types in this category:
- Florida DBPR Division of Condominiums, Timeshares, and Mobile Homes registration — annual, condo only (FS 718.501)
- Corporate annual report — Florida Department of State, both condo and HOA (FS 617.1622)
- Federal tax return — IRS Form 1120-H or 1120 (IRC §528)
- HOA: any DBPR registration where activities require it under FS 720.303
Primary citations: FS 718.501, FS 617.1622, FS 720.303, IRC §528.
9. Website Posting
Condo associations with 25+ units must maintain a password-protected records website effective Jan 1, 2026 (HB 1021). HOAs with 100+ parcels have a parallel requirement effective Jan 1, 2025 (HB 1203). Posted records must be kept current; an internal posting log is best practice.
Website-posting requirements arrived in Florida via HB 1021 (2024) for condos and HB 1203 (2024) for HOAs. The thresholds are unit- or parcel-count based; both regimes require records be kept current behind a member-only access wall.
Document types in this category:
- Condo records-website posting — required for 25+ units, effective Jan 1, 2026 (FS 718.111(12)(g))
- HOA records-website posting — required for 100+ parcels, effective Jan 1, 2025 (FS 720.303(4))
- Posting checklist log — internal record of what was posted and when
Posted records typically include: governing documents and amendments, current and proposed annual budgets, year-end financials, board meeting notices and agendas, board member certifications, summaries of bids exceeding $500 received in the prior 12 months, executory contracts, and recorded meeting videos where applicable.
Primary citations: FS 718.111(12)(g), FS 720.303(4).
10. Legal & Correspondence
Records-request logs, recorded liens, foreclosures, pre-litigation demand letters, and government-agency correspondence. The records-request log itself is an official record. Most categories retained 7 years; legal actions persist until satisfied or dismissed.
Legal and correspondence records document the association's interaction with statutes, regulators, attorneys, and the court system. The records-request log is particularly load-bearing — it is itself a required record and the primary evidence the association can produce on records-access posture.
Document types in this category:
- Records-requests log — 7-year retention (FS 718.111(12) / FS 720.303(5))
- Recorded Claims of Lien (FS 718.116 / FS 720.3085)
- Foreclosure proceedings — active and historical (FS 718.116 / FS 720.3085)
- Pre-litigation demand letters from attorneys
- Government agency correspondence — DBPR, IRS, county, municipal
Primary citations: FS 718.111(12), FS 718.116, FS 720.303(5), FS 720.3085.
How RecordSteward helps Florida associations stay on top of all of this
RecordSteward's Florida catalog ships with 55 condo and 41 HOA requirement entries. Each entry includes:
- The statute or rule citation
- The retention period
- The refresh cadence (annual, on-event, etc.)
- The stakeholder responsible (board, CAM, vendor)
For every association you manage, RecordSteward shows you which required records are on file, which are missing, and which are in review. Status language is conservative: On File, Missing, In Review. Dates shown are reference dates only.
RecordSteward does not determine compliance, safety, insurability, or legal sufficiency. Professional review is required for those determinations.
Condo vs HOA at a glance
| Topic | FL Condo (FS 718) | FL HOA (FS 720) |
|---|---|---|
| Records request response window | 10 working days | 10 business days |
| Records retention | 7 years for most categories | 7 years for most categories |
| Website posting requirement | 25+ units (effective Jan 1, 2026) | 100+ parcels (effective Jan 1, 2025) |
| SIRS / structural inspection | Required for 3+ stories | Not required |
| Milestone inspection | Required at 25–30 years from CO | Not required |
| Annual audit threshold | Revenue-based, tiered by association size | Revenue-based, tiered by association size |
| Reserve waiver | Prohibited for SIRS components | Permitted by member vote |
| Director certification | Required for new directors | Required for new directors |
| Board meeting minutes retention | 7 years | 7 years |
| Bank statements retention | 7 years | 7 years |
Records request response window
- FL Condo (FS 718)
- 10 working days
- FL HOA (FS 720)
- 10 business days
Records retention
- FL Condo (FS 718)
- 7 years for most categories
- FL HOA (FS 720)
- 7 years for most categories
Website posting requirement
- FL Condo (FS 718)
- 25+ units (effective Jan 1, 2026)
- FL HOA (FS 720)
- 100+ parcels (effective Jan 1, 2025)
SIRS / structural inspection
- FL Condo (FS 718)
- Required for 3+ stories
- FL HOA (FS 720)
- Not required
Milestone inspection
- FL Condo (FS 718)
- Required at 25–30 years from CO
- FL HOA (FS 720)
- Not required
Annual audit threshold
- FL Condo (FS 718)
- Revenue-based, tiered by association size
- FL HOA (FS 720)
- Revenue-based, tiered by association size
Reserve waiver
- FL Condo (FS 718)
- Prohibited for SIRS components
- FL HOA (FS 720)
- Permitted by member vote
Director certification
- FL Condo (FS 718)
- Required for new directors
- FL HOA (FS 720)
- Required for new directors
Board meeting minutes retention
- FL Condo (FS 718)
- 7 years
- FL HOA (FS 720)
- 7 years
Bank statements retention
- FL Condo (FS 718)
- 7 years
- FL HOA (FS 720)
- 7 years
See RecordSteward with your association's records
RecordSteward gives Florida CAMs and boards a clear view of which records are on file, which are missing, and which need review — all tied to the underlying statute.