Florida Chapter 468 Part VIII: Association Manager Licensing, Contracts and Records

Quick Answer

Part VIII of Chapter 468 governs community association managers (CAMs) and community association management firms in Florida. Four sections matter most to boards: section 468.432 (licensing), section 468.4334 (practice standards, contract terms, and return of records), section 468.4335 (conflicts of interest) and section 468.436 (discipline). The key records rule: a manager or firm "shall return all community association official records" within 20 business days after termination of the contract or a written request, whichever occurs first.

The one thing boards most need to know: a management contract must include a specific written statement about professional standards, and a manager may not waive those standards by contract.

At a Glance

What the Law Says

Licensing (468.432)

• "A person shall not manage or hold herself or himself out to the public as being able to manage a community association in this state unless she or he is licensed by the department."
• A management firm "responsible for the management of more than 10 units or a budget of $100,000 or greater" may not do business without a firm license.
• Firm licenses "expire on September 30 of odd-numbered years and shall be renewed every 2 years." Each applicant designates a licensed manager to respond to the department.
• A firm agrees to employ "only licensed persons in the direct provision of community association management services."
• A person whose manager license was revoked may not hold an ownership interest in or work for a firm in listed roles for 10 years.
• Every licensee must keep an online licensure account and update it within 30 days of any change.

Practice standards and contracts (468.4334)

• A manager or firm acts as the association's agent within the scope of a written contract or the statute, may not knowingly perform an act directed by the association if it violates state or federal law, and must act "loyally, skillfully, and diligently," "in good faith" and "with care and full disclosure." It must account for all funds and may not charge "unreasonable or excessive fees."
• If the contract covers an association subject to milestone inspections (553.899) or structural integrity reserve study rules (718.112(2)(g) and 719.106(1)(k)), the manager or firm "must comply with those sections as directed by the board."
• Each contract must include in at least 12-point type: "The community association manager shall abide by all professional standards and record-keeping requirements imposed pursuant to part VIII of chapter 468, Florida Statutes." The contract "may not waive or limit the professional practice standards."
• A contract may provide that the association indemnifies the manager for ordinary negligence resulting from an association instruction, but not for criminal acts, improper personal benefit, gross negligence, recklessness or bad faith.
• A manager or firm authorized by contract must attend in person at least one member or board meeting annually; give members the names, contact information, hours of availability and duties of assigned managers, updating within 14 business days of any change; and give any member a copy of the management contract on request.

Return of records on termination (468.4334(4))

A manager or firm "shall return all community association official records within its possession to the community association within 20 business days after termination of a contractual agreement" or "receipt of a written request for return of the official records, whichever occurs first." The notice of termination must be sent by certified mail, return receipt requested, or as the contract requires. The manager may retain, for up to 20 business days, records needed for an ending financial statement or report. Late return "creates a rebuttable presumption" of willful noncompliance, and the manager or firm "is subject to suspension of its license" and "a civil penalty of $1,000 per day for up to 10 business days," beginning on the 21st business day.

Conflicts of interest (468.4335)

• A manager or firm, its directors, officers, financial-interest holders or their relatives (within the third degree of blood or marriage) must disclose to the board "any activity that may reasonably be construed to be a conflict of interest." A rebuttable presumption of conflict arises, without prior notice, if they propose or enter into a contract for services other than management, or hold an interest in or receive compensation from a business that deals with the association.
• If the association receives a bid over $2,500 for a good or service other than management that may be a conflict, it "must solicit multiple bids" from other third-party providers, unless the conflict is disclosed in the management contract.
• A proposed conflict activity must be on the next board meeting agenda, with notice describing it and attaching the contracts, and entered in the minutes. Approval "requires an affirmative vote of two-thirds of all directors present."
• If the board finds a violation, "the contract is voidable" and the association may terminate by written notice and owes only "the reasonable value of the management services provided up to the time of cancellation," with no termination fees or penalties.

Discipline (468.436)

Grounds include violating Part VIII, gross misconduct or gross negligence, contracting on behalf of an association with an entity in which the licensee has an undisclosed financial interest, failing to disclose a conflict under 468.4335, and violating Chapter 718, 719 or 720 while performing management services. Penalties include license denial, revocation or suspension, an administrative fine up to $5,000 per count, reprimand, probation and restriction of scope of practice.

What This Means in Practice

For boards

• Read your management contract against the statute. Check for the required 12-point statement, any language that waives professional standards, and any indemnity broader than 468.4334(2) allows. Our reading.
• Calendar the 20 business day return period before you terminate. Send termination by certified mail, return receipt requested, or as your contract requires.
• Treat the $2,500 bid rule as a trigger for the board: if your manager or firm has a stake in a vendor, collect other bids.
• Voting math: a conflict approval needs two-thirds of directors present, not two-thirds of the whole board. Our reading of "two-thirds of all directors present."

For owners

• Members can request a copy of the management contract and the assigned manager's contact information, hours and duties.
• Complaints about a licensed manager go to the department, which has 30 days to acknowledge a complaint and 90 days to act, though failure to finish within 90 days does not end the investigation (468.436(1)).

What the law does not say

• We did not read the definitions in 468.431 or the rules of the Regulatory Council of Community Association Managers, so this page does not describe which tasks count as "management" or what exemptions apply.
• We did not read 468.4337, so it is not covered here.
• The records-return section does not list which records are "official records"; that is defined by Chapters 718, 719 and 720 (see related pages).

Timeline

Related Florida Law

• HB 1021 (2024) condominium reform
• HB 1203 (2024) HOA reform
• HB 913 (2025) condominium and cooperative bill
• SB 4-D (2022) building safety
• SB 154 (2023)
• Director conflicts of interest (718.3027)
• Director duties and liability (617.0830)
• HB 465 (2026) mandatory management proposal

Board Checklist

• Verify your manager and management firm hold current licenses and ask for the designated onsite manager's name.
• Confirm the management contract includes the required 12-point statement and no waiver of professional standards.
• Review the indemnity clause against 468.4334(2).
• Ask for the manager's contact information, hours of availability and duties, and post them where required.
• Obtain written disclosure of any manager or firm interest in vendors, and require multiple bids when a conflicting bid exceeds $2,500.
• Put any conflict item on the agenda with full notice and record it in the minutes.
• Before ending a contract, plan for return of all official records within 20 business days and send the termination notice as required.

Frequently Asked Questions

How fast must a manager return association records after termination?

Within 20 business days after termination of the contract or receipt of a written request for the records, whichever comes first. The manager may keep records needed for an ending financial report for up to 20 business days.

What is the penalty for returning records late?

The statute makes late return a rebuttable presumption of willful noncompliance, subjects the manager or firm to license suspension, and sets a civil penalty of $1,000 per day for up to 10 business days, starting on the 21st business day.

When must a board get multiple bids?

If the association receives a bid exceeding $2,500 for a good or service other than management that may be a conflict of interest, it must solicit multiple bids, unless the conflict is disclosed in the management contract.

What vote approves a conflict contract?

Approval requires an affirmative vote of two-thirds of all directors present, after notice on the agenda and entry in the minutes.

Can an association cancel a contract over a conflict?

If the board finds a violation of 468.4335, the contract is voidable and the association may terminate by written notice, owing only the reasonable value of services up to cancellation and no termination fees.

Where This Comes From

We read the 2026 Florida Statutes text and History lines of sections 468.432, 468.4334, 468.4335 and 468.436 on Online Sunshine. The official page for the records rule is Online Sunshine, section 468.4334. We did not read sections 468.431 or 468.4337, the Council's rules, or the enrolled acts listed in the History lines.

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Legal disclaimer: This article is general information, not legal advice. Laws change and associations differ. Confirm the current statute text and how it applies to your governing documents with a licensed Florida attorney before acting.