(This post was assisted by Claude)
Here are practical suggestions for working effectively with condo property management companies in Florida:
Although this post focuses on condominiums located in the State of Florida, check your local State Statutes for the latest rules and regulations for your state.
Know the governing documents
Florida condo law (Chapter 718, Florida Statutes) gives owners specific rights. Read your Declaration, Bylaws, and Rules & Regulations — management companies must operate within these. If they don’t, you have grounds to push back.
Communicating in writing
Email or certified mail creates a paper trail. Florida law requires management to respond to written owner inquiries within a reasonable timeframe. Verbal agreements are hard to enforce.
Understand what the management company can and can’t do
They work for the Board, not directly for owners. If you have a dispute, address the Board first — the management company typically can’t override Board decisions independently.
Request records you’re entitled to
Florida law gives unit owners the right to inspect association records (financials, meeting minutes, contracts). Make written requests. Management companies are required to provide access within 10 business days.
Attend Board meetings
Owners have the right to attend and speak during open forum. This is your most direct point of influence, and it holds management publicly accountable.
Document maintenance requests
Submit all requests in writing and keep copies. If work isn’t completed, follow up in writing referencing your original request and the date.
Understand reserve funding rules
Florida has specific requirements around reserve funds (tightened significantly after the Surfside collapse in 2021). Know what your association is required to fund and ask questions if reserves seem underfunded.
Be reasonable but persistent
Management companies juggle many properties. Clear, professional, written communication with specific deadlines tends to get faster results than vague or hostile requests.
Know when to escalate
If a management company is unresponsive or acting improperly, your options include escalating to the Board, filing a complaint with the Florida Department of Business and Professional Regulation (DBPR), or consulting a condo association attorney.
Consider collective action
Issues affecting multiple owners are resolved faster. Coordinating with neighbors on shared concerns carries more weight with both management and the Board.
The DBPR regulates licensed community association managers (CAMs) in Florida — that’s a useful lever if you’re dealing with misconduct.
