Meeting Notices: Delivery, Consent & Proof

Identify the meeting and its actual business

Notice depends on the meeting type and agenda. A routine board meeting, annual membership meeting, budget meeting, special assessment, unit-use rule change, election, and recall can have different requirements. Work backward from the date after identifying the controlling provision.

A starting-point comparison

Meeting or item	General Florida starting point	File to keep
Ordinary board meeting	48 continuous hours of conspicuous posting, except emergencies.	Notice, agenda, posting evidence, and access information.
Nonemergency special assessment or unit-use rule amendment	14 days’ delivery and posting; assessment purpose and estimated cost when required.	Actual packet, recipient/delivery records, posting evidence, and statutory affidavit.
Annual owner meeting	At least 14 days’ delivery and 14 continuous days’ posting.	Notice, agenda, delivery/posting proof, and separate election materials where applicable.
Budget meeting	At least 14 days’ notice with the proposed budget; check all applicable requirements.	Proposed budget, notice, and delivery evidence.

This is a summary of §718.112, not a universal notice template. Special membership meetings, elections, recalls, contract items, exceptions, and governing-document provisions need their own check. [source]

Electronic notice requires its own authorization

Section 718.112(2)(d)7 permits electronic transmission of specified meeting notices to owners who consent, with an exception for owner meetings called to recall directors. Keep the applicable consent and current address on file. Having an email address in a contact list is not proof of consent. Consent to online voting and consent to electronic notice serve different purposes.

Confirm owner address changes through a reliable process and retain the update. Use the required delivery method for owners without applicable electronic consent. A reminder text or social-media post does not substitute for required notice. Some special notices restrict electronic delivery even where an owner generally consented. [source]

What belongs in the notice file?

Exact notice, agenda, proposed budget, contract, ballot, or other required enclosure.
Applicable provision, required period, and person responsible.
Recipient list, addresses, delivery methods, and consent records.
Mailing, hand-delivery, or transmission evidence and any delivery problem follow-up.
Posting location, date/time, removal date, and evidence of continuous posting.
Required affidavit or certification, signed by the appropriate person.
Remote access details, physical location, recording arrangements, and any change notice.

A working notice log

Item	Entry
Meeting / decision / source	________________________________
Delivery due / delivered / by whom	________________________________
Posted / location / removed	________________________________
Consent checked / enclosure list	________________________________
Affidavit / evidence location / reviewer	________________________________

Photographs and a log can support a good file, but do not replace an affidavit or other proof specifically required by law. A timely notice also does not cure an unlawful decision or missing approval.

Continue with these guides

Sources & review notes

Florida Statutes §718.112 — inquiries, meetings, notices, proxies, and petitions

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.