Written by: Luis Teran, Co-founder, CEO, TenantEvaluation | Last updated: June 28, 2026
Key Takeaways
- Chapter 718 condo associations and Chapter 720 HOAs in Florida follow different statutes for approval timelines, fees, board voting, and record retention.
- Condo associations face a $150 per-applicant fee cap and DBPR oversight, while HOAs operate without a statutory fee cap and have more procedural flexibility.
- Manual workflows create compliance risks such as missed deadlines, fee overcharges, and incomplete audit trails for both association types.
- Software must support separate, statute-specific configurations for condominiums and HOAs within the same portfolio to reduce liability exposure.
- TenantEvaluation provides automated, FCRA-compliant workflows tailored to Florida condo and HOA requirements, so request a walkthrough of the platform when you are ready to modernize approvals.
Side-by-Side Statutory Comparison for Florida Condos and HOAs
The following table highlights the most operationally significant differences between Chapter 718 condominiums and Chapter 720 HOAs. These differences affect how CAMs configure approval workflows, fee collection, board voting, and record retention across mixed portfolios.
| Dimension | Ch. 718 Condo Association | Ch. 720 HOA |
|---|---|---|
| Governing statute | Florida Statutes § 718 | Florida Statutes § 720 |
| Regulatory oversight | DBPR Division of Condominiums | Florida homeowners’ associations have no equivalent state regulatory agency and are governed by Chapter 720, Florida Statutes, and their governing documents |
| Approval timeline (buyer/tenant) | Typically 2-6 weeks from complete application receipt, governed by declaration | Governed by CC&Rs, with no uniform statutory deadline |
| Transfer/application fee cap | $150 per applicant per § 718.112, subject to possible CPI adjustments | No statutory cap on transfer or application fees |
| Right of first refusal | Permitted if in declaration | Permitted if in governing documents |
| Board vote required for denial | Yes, formal board action typically required | Depends on governing documents, often delegated to committee |
| Architectural review body | Board or designated committee, scope limited to unit interiors and limited common elements | Architectural Review Committee (ARC), scope includes exterior and lot improvements |
| Record retention | Most records for at least seven years, with some categories retained permanently and others (such as ballots) for one year per § 718.111(12) | Similar retention schedule per § 720.303(4) |
Note: Fee caps, timelines, and record retention reflect current statutes as of 2026. CAMs should verify any legislative amendments with the Florida DBPR and qualified association counsel before updating community policies.
Why Mixed Florida Portfolios Require Precise Workflows
A CAM managing a mixed portfolio with Chapter 718 condominiums and Chapter 720 HOAs cannot rely on a single approval template. The statutes differ on fee authority, denial procedures, board voting requirements, and record-keeping obligations. Using the wrong workflow creates liability exposure, fee-collection errors, and audit failures. Precision at the configuration level, whether in policy documents or software, protects both the association and the manager.
TenantEvaluation focuses on community associations and management companies and treats FCRA compliance as a core design requirement. The platform supports distinct workflow configurations for Chapter 718 condominiums and Chapter 720 HOAs within the same management portfolio, so managers avoid maintaining parallel manual systems.
See how TenantEvaluation handles both association types in one platform and review a dual-workflow configuration tailored to your portfolio.
Can a Condo Association Deny a Buyer in Florida?
One of the most common workflow questions CAMs face involves denial authority and the procedures that support it. The answer changes by association type, which makes clear documentation and software configuration essential.
Yes. Under § 718.112, a condominium association may deny a buyer’s application if the association’s declaration reserves the right of approval. The denial must rely on criteria established in the governing documents and must not violate the Fair Housing Act or Florida’s civil rights statutes. The association must act within the timeframe specified in its declaration, typically 2-6 weeks from receipt of a complete application, and failure to act within that window can be treated as approval.
A formal board vote is typically required to effectuate a denial under Chapter 718. The association then provides written notice of the denial. Skipping any step in this sequence, including confirmation of a complete application, a documented board vote, or written notice, creates legal exposure. Under Chapter 720, the denial process follows the community’s CC&Rs and may be delegated to a committee rather than requiring a full board vote, depending on the governing documents.
Florida HOA and Condo Transfer Fee Rules in 2026
Chapter 718 and Chapter 720 associations follow different rules on transfer and application fees. Under § 718.112, condominium associations are subject to the $150 per-applicant cap mentioned earlier, with possible CPI adjustments. Florida homeowners’ associations operate without this fee cap constraint. Fees that exceed any applicable statutory limits expose the association to legal challenge and potential liability.
Associations that collect fees manually, outside an automated platform, face a higher risk of inadvertent overcharges, especially when multiple applicants are processed per unit such as co-buyers or co-tenants. TenantEvaluation’s automated fee collection enforces per-applicant fee rules at the point of submission and reduces the risk of statutory violations before they occur.
Statutory Timelines and Board Voting Rules
Chapter 718 condominiums operate under a more prescriptive statutory framework for approval timelines. The declaration typically specifies the number of days within which the board must act on a completed application, and the DBPR oversees condominium operations. A board vote is generally required to approve or deny an application, and that vote must appear in board minutes.
Chapter 720 HOAs have greater flexibility. The governing documents control the timeline, and approval authority may be delegated to a committee. This flexibility can create operational inconsistency across HOA portfolios when workflows are not standardized at the software level. QuickApprove accelerates resident approvals inside one connected platform, with a board-ready approval process, real-time application tracking, and automated communication support, while preserving control, compliance, and visibility.
Architectural Review Scope for Condos and HOAs
The scope of architectural review differs substantially between the two association types. Under Chapter 718, architectural authority over a condominium unit generally covers the unit’s interior and any limited common elements appurtenant to the unit. The association controls common elements, and unit owners have limited modification rights without board approval.
Under Chapter 720, the architectural review committee (ARC) typically has authority over exterior modifications, landscaping, fencing, driveways, and other lot improvements visible from common areas or neighboring properties. The ARC’s criteria must appear in the governing documents, and decisions must be applied consistently to avoid fair-housing exposure. CAMs managing HOA portfolios should configure separate ARC workflows that differ from the interior-focused review applicable to condominiums.
Compliance: FCRA, Audit Trails, and Record Retention
Associations that conduct background checks on applicants using consumer reports fall under the Fair Credit Reporting Act (FCRA). FCRA obligations include obtaining written consent, providing pre-adverse action notice, and maintaining adverse action documentation. These requirements apply to both condos and HOAs.
Record retention obligations under both statutes require associations to maintain most official records for at least seven years, with some categories retained permanently and others (such as ballots) for one year. TenantEvaluation maintains built-in audit trails for every application, with automated adverse action workflows and clear separation between decision-making by the association and data provision by TenantEvaluation. As a direct reseller of TransUnion and Equifax data, not a third-party scraper, TenantEvaluation helps community associations reduce credit-data liability exposure.
Review TenantEvaluation’s built-in FCRA audit trail and see how automated record retention closes manual compliance gaps.
Common Failure Points in Manual Workflows
Manual approval workflows across both association types tend to fail in the same predictable ways. These issues often compound each other and create larger compliance problems over time.
- Incomplete applications advance to board review, so missing documents are not caught at intake and rework and timeline violations follow. This intake failure often sets up the next error.
- Fee overcharges go undetected, because manual invoicing does not enforce per-applicant statutory caps, especially when multiple applicants are processed at once. Even when fees are correct, the decision record may still be weak.
- Board votes are not documented, and email approvals lack the timestamped audit trail required for FCRA adverse action defense. Poor documentation then obscures downstream occupancy records.
- Lease records are disconnected from approvals, so there is no centralized visibility into active, pending, expired, or missing leases and occupancy blind spots appear. These blind spots can also hide identity issues.
- Identity fraud enters the workflow, because document-only review cannot detect synthetic identities or impersonation attempts.
IDVerify addresses the identity fraud failure point directly and introduces biometric identity verification, including government ID validation, AI-powered liveness detection, and facial biometric matching, inside the screening workflow before approval decisions are made.
Best-Practice Configuration Choices for Florida CAMs
Florida CAMs managing mixed portfolios in 2026 increasingly standardize platform configurations that mirror the statutory split between Chapter 718 and Chapter 720. Common best practices include the following steps.
- Configure separate approval workflows per association type within the same platform instance.
- Enforce per-applicant fee caps at the point of digital submission.
- Route board voting through a dedicated digital panel with timestamped records instead of email chains.
- Connect lease documentation to the onboarding workflow so every approved application generates a trackable lease record.
- Standardize age-restricted community documentation through a structured workflow rather than ad hoc email follow-ups.
55+ Communities Verification reduces manual work, standardizes application handling, and supports documentation consistency for Florida condos and HOAs that manage age-restricted communities. It is built for Community Association Managers and designed to improve operational efficiency and strengthen internal processes.
Decision Flowchart for Buyers, Tenants, and Renovations
Buyer Application Path (Ch. 718 Condo): Application submitted → Fee collected (max $150 per applicant) → Complete application confirmed → Background and credit screening with FCRA consent → IDVerify+ biometric confirmation → Board vote → Written approval or denial notice within declaration deadline → Lease Tracking record created.
Tenant Application Path (Ch. 720 HOA): Application submitted → Fee collected (no statutory cap) → Complete application confirmed → Background and credit screening with FCRA consent → IDVerify+ biometric confirmation → Board or committee review per governing documents → Written approval or denial → Lease Tracking record created.
Renovation or Modification Path (Ch. 718 Condo): Owner submits modification request → Board reviews scope against unit boundaries and limited common elements → Approval or denial with written notice → Documentation retained in association records.
Renovation or Modification Path (Ch. 720 HOA): Owner submits ARC application → ARC reviews against governing document criteria → Decision issued within timeframe specified in CC&Rs → Documentation retained, with consistent application across similar requests.
Neutral Evaluation Framework for Workflow Platforms
CAMs and boards evaluating workflow platforms for mixed condo and HOA portfolios can use a neutral checklist to compare solutions.
- Statutory configurability: The platform should enforce different fee caps, timelines, and board voting requirements per association type.
- FCRA compliance infrastructure: The platform should maintain adverse action workflows, audit trails, and permissible-purpose controls natively.
- Identity verification depth: Screening should extend beyond document upload to biometric confirmation.
- Lease lifecycle connectivity: Approved applications should connect to centralized, real-time lease records.
- Board access: The platform should provide a dedicated board voting panel with summarized applicant reports.
- Age-restricted community support: A structured workflow for 55+ documentation requirements should be available.
TenantEvaluation operationalizes all six criteria through QuickApprove, IDVerify, Lease Tracking, and 55+ Communities Verification inside one platform purpose-built for Florida community associations.
Frequently Asked Questions
What is the main practical difference between a Chapter 718 condo approval workflow and a Chapter 720 HOA approval workflow in Florida?
The most significant practical difference is the level of statutory prescription. Chapter 718 condominiums operate under DBPR oversight and follow more uniform statutory requirements, including specific timelines that are typically set in the declaration and a formal board vote requirement for approval decisions. Chapter 720 HOAs have greater flexibility because their approval processes are governed primarily by their CC&Rs and governing documents rather than a uniform state agency framework. HOA approval authority can be delegated to a committee, timelines vary by community, and procedural requirements differ from one HOA to the next. For CAMs managing both types, a single approval workflow template across the portfolio creates compliance gaps.
Can a Florida condo association or HOA charge more than $100 in application or transfer fees?
The answer depends on the association type. Condominium associations are subject to the $150 per-applicant cap discussed above under § 718.112, with possible CPI adjustments. Florida homeowners’ associations have no statutory cap on transfer or application fees. Charging above any applicable limits exposes the association to legal challenge. Associations using manual invoicing face higher risk of inadvertent overcharges, particularly in high-volume periods. Automated fee collection enforced at the point of digital submission reduces this risk by applying the rules before payment is processed.
How does TenantEvaluation handle the different board voting requirements for condo versus HOA approvals?
QuickApprove includes a board-ready approval process with a dedicated review and voting dashboard tailored to Boards of Directors. The platform supports real-time application tracking, automated communication support, and customized approval letters inside one connected system. For Chapter 718 condominiums, where a formal board vote is typically required, the voting panel provides timestamped, auditable records of each board member’s decision. For Chapter 720 HOAs, where approval authority may be delegated to a committee, the platform can be configured to reflect the community’s governing document structure. This configurability allows CAMs to maintain separate, compliant workflows for each association type within the same platform.
What records must Florida condo and HOA associations retain related to approval decisions, and how does TenantEvaluation support this?
Both Chapter 718 and Chapter 720 require associations to maintain most official records for at least seven years, with some categories retained permanently and others (such as ballots) for one year. For approval workflows, this includes application documents, screening reports, board or committee meeting minutes reflecting approval or denial decisions, adverse action notices, and lease documentation. TenantEvaluation maintains built-in audit trails for every application, with searchable digital history of lease records, resident activity, and document trails through its Lease Tracking capability. Lease Tracking connects resident onboarding, unit data, approvals, and lease documentation into one centralized, real-time, audit-ready workflow and replaces spreadsheets and scattered email chains so every record stays connected and accessible from application to occupancy.
Does TenantEvaluation support age-restricted 55+ communities that operate as either condos or HOAs?
Yes. TenantEvaluation’s 55+ Communities Verification is a built-in capability that helps Florida condos and HOAs standardize how age-restricted requirements are handled across applications. It reduces manual work, standardizes application handling, supports documentation consistency, and improves operational efficiency for communities operating under either Chapter 718 or Chapter 720. The capability is designed for Community Association Managers and boards that need a more consistent and scalable way to handle age-restricted application requirements and documentation, while still relying on legal guidance from qualified association counsel.
Conclusion: Audit and Modernize Your Approval Workflows
Florida’s statutory split between Chapter 718 condominiums and Chapter 720 HOAs creates materially different approval workflows at every stage, from fee collection and application timelines to board voting requirements, architectural review scope, and record retention. CAMs and boards managing mixed portfolios in 2026 cannot safely apply a single manual workflow across both association types.
The operational answer is a platform that reflects the statutory distinctions in its configuration rather than requiring managers to maintain parallel manual systems. TenantEvaluation turns these statutory distinctions into automated, compliant processes through QuickApprove, IDVerify, 55+ Communities Verification, and Lease Tracking across 5,000+ communities and 100,000+ applications processed annually.
See statute-specific workflows in action and request a demo that walks through both Chapter 718 and Chapter 720 configurations side by side.
