InstaBidsWhat do Florida HOA laws say about records, meetings, bids and fines?
Florida HOA laws in chapter 720 set the records an HOA governed by chapter 720 keeps and how owners see them. Under chapter 720, unless otherwise provided by law or the governing documents, the association's official records must be maintained for at least 7 years and made available to a parcel owner within 10 business days after a written request.
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Florida chapter 720 day and year counts, with sources
| Business days for the association of an HOA governed by chapter 720 to make its official records available to a parcel owner after a written request (unless otherwise provided by law or the governing documents) | 10 business daysstate (Florida); statute text in force on the read day, 2026-10-29; Florida Statutes section 720.303, read 2026-10-29 |
|---|---|
| Years the association of an HOA governed by chapter 720 keeps its official records (unless the governing documents require longer) | 7 yearsstate (Florida); statute text in force on the read day, 2026-10-29; Florida Statutes section 720.303, read 2026-10-29 |
| Hours before a board meeting that the bylaws of an HOA governed by chapter 720 provide for posted notice (except in an emergency) | 48 hoursstate (Florida); statute text in force on the read day, 2026-10-29; Florida Statutes section 720.303, read 2026-10-29 |
| Days of written notice of the right to a hearing before a fine or suspension levied by the board of an HOA governed by chapter 720 may be imposed | 14 daysstate (Florida); statute text in force on the read day, 2026-10-29; Florida Statutes section 720.305, read 2026-10-29 |
| Line above which the association of an HOA governed by chapter 720 must obtain competitive bids (payment the contract requires by the association exceeds it) | 10 percent of the annual budget, reserves includedstate (Florida); statute text in force on the read day, 2026-10-24; Florida Statutes section 720.3055, read 2026-10-24 |
How can an owner see HOA records in Florida?
Chapter 720 sets the access rule in 720.303(5)(a), read 2026-10-29 on the Florida Legislature's site: “Unless otherwise provided by law or the governing documents of the association, the official records must be maintained within this state for at least 7 years and be made available to a parcel owner for inspection or photocopying within 45 miles of the community or within the county in which the association is located within 10 business days after receipt by the board or its designee of a written request from the parcel owner.” (Florida Statutes section 720.303).
When owners ask to see what was done on the common areas, a board can post the next common-area repair on InstaBids and get written bids to show them.
What records does a Florida HOA have to keep?
Chapter 720 lists the official records in 720.303(4)(a), read 2026-10-29 on the Florida Legislature's site, which opens: “The association shall maintain each of the following items, when applicable, for at least 7 years, unless the governing documents of the association require a longer period of time, which constitute the official records of the association:” (Florida Statutes section 720.303).
Among them under chapter 720 are copies of any plans, specifications, permits, and warranties related to improvements constructed on the common areas, the minutes of all meetings, and bids received by the association for work to be performed, which must be kept for a period of 1 year (720.303(4)(a)9).
Bids received are among the records a board keeps; to collect several written bids on one common-area job, a manager can post it on InstaBids with photos.
How much notice does a Florida HOA board give before a meeting?
Chapter 720 opens board meetings to members in 720.303(2)(a), read 2026-10-29 on the Florida Legislature's site: “Meetings of the board must be open to all members, except for meetings between the board and its attorney with respect to proposed or pending litigation where the contents of the discussion would otherwise be governed by the attorney-client privilege.” (Florida Statutes section 720.303).
Chapter 720 says the bylaws provide this notice, or are deemed to include it, in 720.303(2)(c)1: “Notices of all board meetings must specifically identify agenda items for the meetings and must be posted in a conspicuous place in the community at least 48 hours in advance of a meeting, except in an emergency.” (Florida Statutes section 720.303).
For a meeting on special assessments, chapter 720 has the bylaws provide, in 720.303(2)(c)2: “Written notice of any meeting at which special assessments will be considered or at which amendments to rules regarding parcel use will be considered must be mailed, delivered, or electronically transmitted to the members and parcel owners and posted conspicuously on the property or broadcast on closed-circuit cable television not less than 14 days before the meeting.” (Florida Statutes section 720.303).
After the meeting, chapter 720 sets the record in 720.303(3): minutes of all meetings of the members and of the board must be maintained in written form or in another form that can be converted into written form within a reasonable time, and each director's vote or abstention on each matter voted upon must be recorded in the minutes.
Before a board meeting votes on a repair, a manager can post the job on InstaBids and bring the written bids contractors sent to the meeting.
When does a Florida HOA have to get competitive bids?
Chapter 720 sets the bid line for an HOA governed by chapter 720 in 720.3055(1), as captured from the Florida Legislature's site on 2026-10-24: “If a contract for the purchase, lease, or renting of materials or equipment, or for the provision of services, requires payment by the association that exceeds 10 percent of the total annual budget of the association, including reserves, the association must obtain competitive bids” (Florida Statutes section 720.3055).
The budget that line is measured against is the one chapter 720 has the association prepare in 720.303(6)(a): “The association shall prepare an annual budget that sets out the annual operating expenses.” (Florida Statutes section 720.303).
For a contract that exceeds that line, chapter 720 lists exceptions in 720.3055(2): a contract executed before October 1, 2004; a renewal of a contract awarded under the competitive bid procedures that lets the board cancel it on 30 days’ notice; materials, equipment, or services under a local government franchise agreement; an association whose declaration or bylaws provide for competitive bidding that is not less stringent; products and services in an emergency; the only source of supply within the county; and contracts with employees and for attorney, accountant, architect, community association manager, engineering, and landscape architect services.
When a large common-area contract needs competitive bids, a board can describe the work once on InstaBids and compare the written bids side by side.
Can a Florida HOA fine an owner without a hearing?
Chapter 720 sets the notice in 720.305(2)(b), read 2026-10-29 on the Florida Legislature's site: “A fine or suspension levied by the board of administration may not be imposed unless the board first provides at least 14 days’ written notice of the parcel owner’s right to a hearing to the parcel owner at his or her designated mailing or e-mail address in the association’s official records and, if applicable, to any occupant, licensee, or invitee of the parcel owner, sought to be fined or suspended.” (Florida Statutes section 720.305).
Chapter 720 also says, in 720.305(3) and 720.305(4), that the notice and hearing requirements under subsection (2) do not apply to a suspension of use rights or voting rights of a member more than 90 days delinquent.
If a violation notice is about yard, fence or exterior upkeep, the owner can post that repair on InstaBids and get written bids from contractors.
Does Florida HOA law apply to condominiums?
Chapter 720 answers in 720.302(4), read 2026-10-28 on the Florida Legislature's site: “This chapter does not apply to any association that is subject to regulation under chapter 718, chapter 719, or chapter 721 or to any nonmandatory association formed under chapter 723, except to the extent that a provision of chapter 718, chapter 719, or chapter 721 is expressly incorporated into this chapter for the purpose of regulating homeowners’ associations.” (Florida Statutes section 720.302).
A Florida condominium association is regulated under chapter 718, not chapter 720, and chapter 720 does not apply to nonresidential communities either (720.302(3)).
Whether a community runs under the HOA or the condo chapter, its manager can post roof, paint or pool work on InstaBids and get written bids on one scope.
Florida chapter 720 rules an HOA board or manager works to
Section 720.303(2)(a), chapter 720's rule for meetings of the board:
Meetings of the board must be open to all members, except for meetings between the board and its attorney with respect to proposed or pending litigation where the contents of the discussion would otherwise be governed by the attorney-client privilege.
Source: Florida Statutes section 720.303, read 2026-10-29
Section 720.303(3), chapter 720's rule for minutes of member and board meetings:
Minutes of all meetings of the members of an association and of the board of directors of an association must be maintained in written form or in another form that can be converted into written form within a reasonable time. A vote or abstention from voting on each matter voted upon for each director present at a board meeting must be recorded in the minutes.
Source: Florida Statutes section 720.303, read 2026-10-29
Section 720.303(4)(a)9, chapter 720's rule for bids received by the association:
Bids received by the association for work to be performed are considered official records and must be kept for a period of 1 year.
Source: Florida Statutes section 720.303, read 2026-10-29
What to put in a written scope for Florida HOA work
- The work in plain words for each common area, with photos, so bids line up line by line.
- Bid line: under chapter 720, the association must obtain competitive bids when the contract requires payment by the association that exceeds 10 percent of the total annual budget of the association, including reserves (720.3055(1)).
- Keep every bid received: under chapter 720, bids received by the association for work to be performed are official records and must be kept for a period of 1 year (720.303(4)(a)9).
- Board vote on the contract: under chapter 720, minutes of board meetings must be maintained in written form, and each director's vote or abstention on each matter voted upon must be recorded in the minutes (720.303(3)).
- Records request: under chapter 720, unless otherwise provided by law or the governing documents, the association makes its official records available to a parcel owner within 10 business days after receipt of a written request (720.303(5)(a)).
- Fines tied to the work: under chapter 720 a fine levied by the board may not be imposed unless the board first provides at least 14 days' written notice of the right to a hearing (720.305(2)(b)).
- Board meeting: under chapter 720 the bylaws provide that notices of all board meetings must be posted in a conspicuous place at least 48 hours in advance, except in an emergency (720.303(2)(c)1).
Calling contractors one by one, or one written scope?
Calling contractors one by one gets each one's own idea of the job. With one written scope, you describe it once, contractors bid in writing on that scope, and you choose who gets your number.
Property managers can post a rental job on InstaBids today.
Related answers on other pages
Sources
- Florida Statutes section 720.303, read 2026-10-29: www.leg.state.fl.us
- Florida Statutes section 720.3055, read 2026-10-24: www.leg.state.fl.us
- Florida Statutes section 720.305, read 2026-10-29: www.leg.state.fl.us
- Florida Statutes section 720.302, read 2026-10-28: www.leg.state.fl.us