Unit Owner Directories

Four core records, plus an optional directory

Florida’s directory and records rules

Section 718.111(12) requires a current owner roster with mailing addresses, unit identifications, voting certifications, and known telephone numbers. It also addresses electronic notice contact information.

The statute permits a printed directory distributed to unit owners containing names, unit addresses, and telephone numbers. Owners may request telephone exclusion in writing. Other contact disclosure can involve written consent.

Routine records inspection does not make every contact field accessible. Names and designated addresses are treated differently from protected phone numbers and emergency contacts. Email disclosure has specific notice-consent, sharing, and opt-out provisions; association email and fax information may not be sold or shared with outside third parties and must be redacted from such releases.

A social directory choice does not erase required roster records. Check the statute with the manager or counsel when responding to a records request or choosing a distribution method.

Do not put a directory on the public website

A printed owner directory and an internet page visible to everyone are different forms of disclosure. As a practical safeguard, keep owner contact information off public pages and do not upload an unreviewed contact spreadsheet.

If the association wants an electronic directory, have counsel review the proposed fields, consents, audience, access controls, and statutory requirements. Password protection helps control access but does not authorize disclosure of protected information.

Publish general association contacts—such as a management office or designated board email address—where public access is useful.

Keep a reliable master for each record type

1. Assign responsibility. Have the manager or designated administrator maintain a controlled master for each record type rather than several directors keeping conflicting copies. A shared unit number can connect records without combining their purposes or access permissions.
2. Verify ownership updates. Use appropriate deed and closing information after a transfer. Confirm the owner’s name and notice address.
3. Collect clear preferences. Separate contact updates, directory sharing choices, electronic-notice consent, and emergency details.
4. Request periodic confirmation. Review information after sales and ownership changes and ask owners to confirm their details at least annually as a recommended practice.
5. Date every directory edition. Use a version date and an easy correction route. Stop distributing outdated copies.
6. Protect access. Limit editing permissions, keep appropriate backups, and transfer the record when managers or directors change.

Current information makes better communication possible. Seasonal owners should tell the association when their mailing address changes and how to reach them for association business.

A sensible directory entry

A small directory can be easier to maintain and read:

Keep medical details, emergency contacts, entry codes, key locations, identity documents, financial accounts, screening information, and personal travel plans out of a neighbor directory.

Owners can separately provide a trusted emergency contact for authorized operational use. That contact does not automatically have authority to approve repairs, vote, sign documents, or receive every association record.

Records-maintenance checklist

Use four separate record categories with a named custodian, a backup custodian, and a last-verified date. They may be separate modules in one secure system or separate files; the important distinction is purpose, accuracy, and access. A neighbor directory is a limited publication prepared from reviewed information, not a substitute for these records.

The workflow and review schedule below are recommended board practices unless a legal requirement is specifically identified.

1. Owner roster — who legally owns the unit?

• Verify owner names and ownership changes against appropriate recorded deed and closing records; resolve discrepancies rather than relying on an occupant’s name.
• Maintain the required roster fields and separately track designated notice addresses, voting certifications, and electronic-notice consents.
• Record the source, effective date, and administrator for each change. Follow up on returned notices and address corrections.
• Keep directory-sharing preferences separate from notice consent. An owner may remain on the required roster while excluding a telephone number from the optional directory.

2. Resident information — who actually lives there?

• Identify occupants by unit and distinguish resident owners, tenants, and other approved occupants. Do not replace the legal owner with the renter.
• Track confirmed occupancy start/end dates and the location of relevant approval or lease records; flag missing or disputed information for follow-up.
• Update after move-ins, move-outs, renewals, and other reported changes. Retain the off-site owner’s notice address in the owner roster.
• Collect only information needed for a defined association purpose. A resident contact entry does not itself establish approval to occupy, voting rights, or age eligibility.

3. Emergency contacts — who should be called?

• Request a primary and, when available, alternate contact with relationship, current phone numbers, and the resident or owner who supplied the information.
• Ask owners and residents to confirm contacts periodically and after a household change. Mark unavailable or unverified contacts rather than guessing.
• Give authorized personnel a secure way to retrieve current contacts during an incident, including when the usual administrator is unavailable.
• Keep these details out of the neighbor directory. Emergency contact status alone grants no authority to vote, approve spending, or make legal or medical decisions.

4. Age-verification records — what supports 55+ compliance?

• Maintain a unit-by-unit verification log linked to supporting surveys, affidavits, or other accepted evidence. Track verification date, reviewer, and unresolved items.
• Verify actual occupants rather than assuming the owner’s age establishes the unit’s qualifying occupancy.
• Federal requirement: age-verification procedures for 55+ housing must update information at least once every two years. Calendar the next update and follow up on occupancy changes between surveys.
• Use an appropriate documented verification method; a full copy of a driver’s license is not the only accepted evidence. Protect sensitive supporting documents.
• Maintain an occupancy-survey summary for inspection on reasonable notice and request, as federal rules require. Review the summary’s format and any supporting-record disclosure with counsel; privacy is not a reason to withhold the required summary.

A workable review schedule

Close out each review

• Log the record category, unit, change source, date, editor, and any unresolved follow-up without repeating sensitive data in the log.
• Review editing and viewing permissions by role. Do not give every directory recipient access to the underlying files.
• Back up current records and check that an authorized successor can restore them.
• Use an approved retention schedule for each category. Preserve required evidence and records subject to a dispute, claim, investigation, or other hold before disposing of superseded material.
• Before a records release, review fields and applicable exemptions. Operational access restrictions do not cancel lawful inspection rights.

Four purposes. Four maintenance checks. One accountable process.

What a written directory policy should cover

• The directory’s purpose and intended recipients.
• The information included and the way sharing preferences are recorded.
• How an owner requests a telephone exclusion or changes contact information.
• Who prepares and reviews each edition before distribution.
• The method of distribution and protection against accidental public posting.
• How printed copies and old exports are handled securely, consistent with applicable retention requirements.
• A courteous-use statement discouraging unwanted solicitation and harassment.

A directory policy should not obstruct an owner’s lawful official-records access. Directory distribution, records requests, and association notices each need the appropriate procedure.

Common questions

Must the association publish a neighbor directory?

The statute permits the described printed directory. The required roster and the optional directory are different records.

Can I leave my phone number out?

Yes. Send the association a written request to exclude your telephone numbers from its directory and keep a copy.

Does giving my email address authorize every use?

No. Explain whether it is for business contact, electronic notices, or directory sharing. Those choices should not be bundled together without a clear explanation.

Should a renter receive the entire owner contact list?

Do not assume so. Review the proposed disclosure and applicable rights before distributing it beyond the intended owner audience. Give renters the management and emergency contacts they need through appropriate welcome materials.

Can a directory replace meeting notices?

No. Maintain notice preferences and follow the required notice process. A directory is a contact aid.

Official references

Florida Statutes §718.111(12) — particularly the owner roster provisions in (a)7 and privacy/directory provisions in (c)5.e.

24 CFR §100.307 — Verification of occupancy covers 55+ age verification, updates, acceptable evidence, and availability of the survey summary.

Updated October 17, 2026; roster and age-verification sources reviewed. Educational guidance for Florida condominium associations. Review current disclosure requirements with the association’s manager or attorney before publishing or releasing contact information.

One reported change may require several checks

Use a change log identifying the affected record category, verified source, effective date, editor, and follow-up. Avoid copying sensitive details into the log itself.

• A sale: verify the new owner and notice address through appropriate transfer evidence; independently confirm whether occupants changed.
• A rental or move: update confirmed occupancy and emergency details, check applicable age verification, and preserve the owner’s separate notice address.
• A sharing withdrawal: update future directory editions and exports without deleting information the association must maintain.
• A board transition: transfer controlled records, pending corrections, consent evidence, survey deadlines, and authorized editing access securely.

A UCO or WPRF update does not automatically update the association’s own records, and an association spreadsheet does not automatically update those organizations’ systems. Confirm each applicable submission through the relevant current procedure.

Related records and occupancy procedures

• Unit sales →

  Connect verified ownership changes with the transaction file.

• Request for occupancy →

  Follow the linked application and approval process.

• Move-in and move-out →

  Close out occupancy and access changes.

• 55+ verification →

  Understand occupancy evidence and the compliance calculation.

• Find your board or manager →

  Locate the right correction channel.

• Contact and access updates →

  Keep representation and authorized association contacts current.