How to request HOA records (and what to do if they stall)
Last updated
Which HOA records owners can see, deadlines in Florida, California, Texas, and Arizona, what can be withheld, and how to follow up.
Your association spends your money and makes decisions about your property. Most states give owners a legal right to see the records behind those decisions. Here's how to use it.
What you can usually get
Financial records (budgets, financial statements, bank statements), the reserve study, board and member meeting minutes, contracts, insurance policies, governing documents, and your own account and violation history. Exact lists differ by state.
Deadlines in four states
- Florida (§ 720.303(5)). Official records must be made available within 10 business days after the board receives a written request. If a request sent by certified mail, return receipt requested, isn't honored in time, the law presumes the failure was willful. The owner is then entitled to actual damages or minimum damages of $50 per calendar day for up to 10 days, starting on the 11th business day. If the association has a copier where the records are kept, it must provide copies during the inspection when the request is 25 pages or fewer.
- California (Civil Code § 5210). Current fiscal year records within 10 business days of the association's receipt of the request, and the previous two fiscal years within 30 calendar days. Other time limits apply to some documents, such as minutes.
- Texas (Prop. Code § 209.005). Owners may request records by certified mail. Within 10 business days, the association must provide the records or offer inspection dates. If it can't, it must send written notice and produce them no later than 15 business days after that notice.
- Arizona (A.R.S. § 33-1805). Ten business days to make records available for examination, and ten business days to provide copies. No charge for review, and copies cost no more than 15 cents a page.
Other states have their own rules. See our state law pointers.
How to ask
- Put it in writing and send it to the address your governing documents specify. That's often the management company. In Florida and Texas, use certified mail.
- List specific records and date ranges.
- Say whether you want copies or to inspect in person.
- Keep a copy and the delivery receipt.
Our records request letter does all of this and cites the statute for the four states above.
What can be withheld
Every state allows some exceptions. Arizona's statute, for example, lets associations withhold privileged attorney-client communications, records about pending litigation, and certain other categories, such as personal and health information of individual members and employees. Personal information of other owners is commonly protected in many states. Ask the association to identify anything withheld and the reason.
If the association stalls
- Send a polite follow-up referring to your first request and its date.
- Ask whether a partial response is possible, starting with the most important records.
- Check your state's remedies. Florida's minimum damages are one example.
- Contact a state office if one exists, such as Virginia's Common Interest Community Ombudsman.
- For important disputes, talk to a lawyer.
What to do with the records
Read the budget and reserve study together to see whether the association is saving enough. See HOA reserve studies. Read the minutes for decisions and upcoming projects. If you're disputing a fine or charge, compare your account ledger with the notices you received.