What a proxy does
A proxy authorizes another person to represent the owner’s voting interest at a specified membership meeting. It can help establish quorum. A limited proxy also directs the proxyholder on the particular substantive questions it covers. It is different from an election ballot or a continuing voter designation.
Residential condominium proxy use is governed by §718.112(2)(b). Both general and limited proxies can establish quorum; limited proxies are generally used for substantive owner votes. Director elections generally do not use proxies, with special statutory procedures possible for qualifying small associations. Directors cannot give a proxy for their board vote. [source]
Read the form one field at a time
| Field on the association’s form | What to check |
|---|---|
| Association and unit | The correct association and your unit number. |
| Meeting identification | Date, time, and location correspond to the actual meeting. |
| Proxyholder | The person or specified alternate you intend to represent you. Read any substitution provision. |
| Powers and voting instructions | Which authority you grant and how each substantive question is marked. |
| Execution | The required authorized signer, signature, and date. Resolve voting-certificate requirements first. |
| Delivery | Where and how the association says to return it; keep your copy. |
Use the association’s properly prepared form. The official DBPR sample is a reference for preparation, not a reason to change a distributed form or omit required wording. [source]
A simple illustration
You will be away for the annual meeting, and the packet includes a limited proxy on a specific amendment. You appoint the intended proxyholder and mark the amendment choice. The proxyholder represents your unit within that authority; the form is not permission to substitute a different amendment or cast a director-election ballot for you.
Duration, revocation, and attendance
A proxy applies to its identified meeting and lawful adjournments, cannot remain valid beyond 90 days after the first meeting date, and is revocable by the owner. Ask the meeting administrator how to document a replacement or revocation and what to do if you decide to attend. Prevent duplicate representation; do not assume attendance alone resolves every paperwork issue. [source]
Common mistakes to catch early
If a form is unclear or incomplete, ask for clarification before meeting day. Volunteers should use an agreed review process rather than guessing what an owner intended.
Continue with these guides
Sources & review notes
- Florida Statutes §718.112 — inquiries, meetings, notices, proxies, and petitions
- DBPR Form CO 6000-7 — official limited-proxy reference (2026)
- Rule 61B-23.002 — association operations and voting certificates
Reviewed November 6, 2026. Source links support the legal subjects identified above. Examples, logs, and checklists are Board Synergy recommended practices, not official forms or association approvals. Confirm the actual governing documents, current law and rules, deadlines, and facts with your manager and Florida counsel.
Print this page to retain a working copy. Checkboxes are temporary and are not saved. Keep completed logs and private documents in the association’s appropriate records system.