What documents must a Florida HOA provide?

14 categories of official records, retention periods, and what members can demand.

Summary

Florida § 720.303(4) requires HOAs to maintain at least 14 categories of official records and make them available to members upon request. These records cover governance, finances, insurance, contracts, and member information. The statute specifies both what must be kept and how long it must be retained.

What the statute requires

§ 720.303(4)(a) defines the following as official records that must be maintained:

Governing documents
Permanent retention
Articles of incorporation, bylaws, declaration of covenants, rules and regulations
Meeting minutes
7-year retention
Board meetings, annual meetings, committee meetings
Financial records
7-year retention
Annual budgets, financial statements, receipts, expenditures
Assessment records
7-year retention
Assessment rolls, collection records, delinquency records
Insurance policies
Current + 7 years
Current certificates of insurance, claims history
Contracts
Duration + 7 years
All contracts to which the association is a party
Reserve study
Current
Most recent reserve study and funding plan
Member roster
Current
Names, addresses, lot numbers of all parcel owners
Voting records
1-year retention
Ballots, proxies, voting certificates
Correspondence
7-year retention
Official association correspondence with members
Tax returns
7-year retention
Federal and state tax returns
Audit reports
7-year retention
Annual financial audit or review (if applicable)
Structural reports
Permanent retention
Milestone inspections, engineering reports (per HB 913)
Election records
1-year retention
Notices, candidate information, election results

What this means in practice

Organization

  • Your HOA must actively maintain all 14 categories — not just "have them somewhere"
  • Records must be organized and retrievable within 10 business days of a member request
  • Boards should conduct an annual records audit to verify completeness

Retention

  • 7-year retention means you cannot destroy financial records even after a board turnover
  • Governing documents and structural reports must be kept permanently — there is no expiration

Disclosure

  • HOAs with 100+ parcels must post these records on a website per § 720.303(4)(b)
  • All records must have PII redacted before being provided to members

Related topics

What must be redacted from Florida HOA records?What are HOA member inspection rights in Florida?Does my Florida HOA need a website?

How Snap§720 helps

  • Compliance scorecard tracks which of the 14 categories are fulfilled vs. missing
  • Document upload with category assignment ensures proper classification
  • Version history preserves older documents while keeping the latest version accessible
  • Automatic PII redaction before publication ensures safe disclosure
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Official sources

Florida Statute § 720.303 — Official Records (2024)

This guide is for informational purposes only and does not constitute legal advice. Consult a qualified attorney for guidance specific to your association.