Annual Reporting
Responsibilities for Annual Reporting (Sunbiz Filing)
A Florida condominium association’s board of directors is legally responsible for ensuring the Annual Report is filed with the Florida Department of State (Sunbiz), but the property manager typically performs the administrative work of preparing and submitting the filing. The board remains the accountable corporate authority; the manager is the operational agent.
The Annual Report filed with the Florida Department of State is a corporate filing, not a financial report. It updates the association’s official corporate record (officers, addresses, registered agent). The board is legally responsible for compliance, but the property manager normally handles the mechanics of filing to prevent administrative dissolution.
Annual reporting isn’t just paperwork. It’s a regulated process with specific formats, revenue‑based tiers, and hard statutory deadlines. Property managers already maintain the association’s financial records, coordinate with CPAs, and manage owner communications — making them the natural operational hub for compliance.
What the Annual Report Is (Sunbiz Filing)
Florida condominium associations are nonprofit corporations governed by Chapter 617, Florida Statutes.
Every Florida corporation must file an Annual Report with the Department of State between January 1 and May 1 each year.
Failure to file by the end of the grace period (third Friday in September) results in administrative dissolution
Responsibilities of the Board of Directors
- Corporate Compliance Oversight: The board is the governing body of the corporation and is legally responsible for ensuring the Annual Report is filed on time.
- Accurate Officer & Director Information: The board must provide correct officer/director data to the manager or whoever files.
- Approval & Authorization: The board authorizes the filing and ensures the manager has correct credentials to submit via Sunbiz.
- Ultimate Accountability: Even if the manager files, the board is the responsible corporate authority. If the association is dissolved due to non‑filing, the board must handle reinstatement and penalties.
Responsibilities of the Property Manager
Florida law does not require managers to file the Annual Report, but industry practice and guidance strongly encourage it because managers maintain the association’s operational records.
- Administrative Preparation & Filing
- Maintaining Current Corporate Records
- Ensuring Timely Filing
- Communication & Documentation
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