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Florida Records Request Response Template
When a Florida association withholds official records — in whole or in part — in response to an owner's inspection request, it has to say so in writing and state the statutory basis, under §718.111(12)(c) (condo), §719.104(2) (co-op), and §720.303(5) (HOA). This free template gives you that written response: what was requested, what's being provided, what's withheld, and the basis for it.
Already know the response deadline? The Records-Request Deadline Calculator dates the day your response is due.
Statute-current as of 2026-05-31. Informational only — not legal advice. These are starting templates your association adapts; a licensed Florida CAM or attorney confirms the final notice before you send it.
Choose your association type
What the template says
This is the full text of the Cooperative template, citing §719.104(2), Florida Statutes. Each [BRACKETED LABEL] is a blank you fill in.
FLORIDA STATUTORY NOTICE — RESPONSE TO RECORDS REQUEST
[YOUR ASSOCIATION NAME]
RESPONSE TO REQUEST TO INSPECT OR COPY OFFICIAL RECORDS
To: [OWNER NAME]
Owner/Occupant of Unit/Parcel [UNIT OR PARCEL NUMBER]
Date of your request: [DATE YOU RECEIVED THE REQUEST]
This letter responds to your request to inspect or receive copies of the official records of [YOUR ASSOCIATION NAME]. The association provides this written response pursuant to §719.104(2), Florida Statutes, which governs access to the association's official records.
RECORDS YOU REQUESTED
[RECORDS THE OWNER REQUESTED]
RECORDS BEING PROVIDED
[RECORDS BEING PROVIDED]
RECORDS BEING WITHHELD
The following records, or portions of records, are not being produced at this time:
[RECORDS BEING WITHHELD]
STATUTORY BASIS FOR WITHHOLDING
The records identified above are withheld on the following basis:
[STATUTORY BASIS FOR WITHHOLDING]
This determination is made under the records-access provisions of §719.104(2), Florida Statutes and the governing documents of [YOUR ASSOCIATION NAME]. Records that are not protected from disclosure have been, or are being, made available to you as described above.
YOUR RIGHTS
Please contact the management office with any questions about this response or to make arrangements to inspect or receive copies of the records being provided.
Sincerely,
[YOUR ASSOCIATION NAME]
Board of Directors
Get your branded form
Add your association name, and the form prints on its letterhead — statutory language and citation already built in.
What this notice is for
The records-request response is the written answer an association gives when it can't produce every record an owner asked for. It separates the records being provided from the records being withheld and states the basis for the withholding. The association — not the software — decides what's exempt; the template leaves that determination to you and your counsel.
Common questions
- Does a Florida association have to respond to a records request in writing?
- When records are withheld in whole or in part, yes — the association must state the statutory basis in writing, under §718.111(12)(c) (condo), §719.104(2) (co-op), and §720.303(5) (HOA). Confirm which records are exempt with counsel.
- How long does the association have to respond?
- 10 working days for a condominium or co-op, and 10 business days for an HOA, counted from the day the request is received. The Records-Request Deadline Calculator dates it exactly for your request.
- Can the software decide which records are exempt?
- No — and it shouldn't. The association and its attorney decide what's withheld and why. The template leaves the withheld-records description and the statutory basis as blanks for you to complete.
- What happens if the association misses the response deadline?
- Florida law can presume a willful violation, exposing the association to statutory damages and attorney's fees. That's why the response — and its timing — matters. Confirm your exposure with counsel; the calculator dates the deadline.
- Is this template legal advice?
- No. It's an informational starting template that cites the governing records-access section. Your association's attorney confirms what's withheld and the basis before the response goes out.
Public form library — no relationship, no warranty.
RecordGuards, Inc. is a software company, not a law firm, and does not provide legal advice. Downloading or using this template does not create an attorney-client relationship, and nothing here is protected by attorney-client privilege. These templates are provided "as is," without warranty of any kind, express or implied — including any warranty of accuracy, completeness, currentness, fitness for a particular purpose, or that the form satisfies your governing documents or current law. They are drafted for Florida community associations governed by Chapters 718, 720, or 719, Florida Statutes; if your association is outside Florida, is governed by different law, or you are unsure, do not rely on this form. Florida law changes frequently — confirm against the current statute before use. Consult a Florida-licensed attorney before using, adapting, sending, or acting on any template. Your use of this library is governed by the RecordGuards Terms of Use. Read the RecordGuards Terms of Use.
From template to done
The form is free. The work is what RecordGuards does.
This template hands you a statute-current blank. The RecordGuards platform it comes from is built to help you send it, track it, and prove you sent it — your association keeps control, the software does the toil:
- Generates statutory notices with the recipient roster and mailing affidavit at dispatch.
- Tracks the statutory clock and surfaces the deadline before it lands.
- Keeps every notice and record in one searchable, audit-logged vault.
- Runs the owner web portal so records are available online (§718.111(12)(g)).
RecordGuards is a compliance platform, not a law firm, and does not provide legal advice.