Residents

Is your HOA management company doing its job?

Updated October 2026By Ilia Sotonin

Twelve statements to check against your own building. Answer yes, partly or no, see where it does not hold, and learn what you can ask for and what to do next.

Send it to your group

A sample monthly report

This is the kind of monthly report a manager can publish for residents, in the format of Unitify’s monthly report page. The building is fictional; the sections are the real ones.

Sample report. Building, figures and names are fictional.

Monthly report for residents

Monthly report, September 2026

Example Condominium Association, Building A, 100 Example Street

96 apartments

Collected from owners: $47,380; of which paid into the repair fund: $9,600
Spent: $38,116; last month: $36,985
Delinquent assessments: $18,450; ▲ $1,330 · 7.8%
Bank account balances: $243,205; last month: $233,941

Spent: $38,115.60

Spent$38,116

Management$5,110.002 line items13.4%

Management fee$4,800.00
Office supplies and postage$310.00

Grounds and pool$4,130.002 line items10.8%

Landscaping contract$2,650.00
Pool service$1,480.00

Utilities$11,845.603 line items31.1%

Water and sewer$6,480.00
Electricity, common areas$3,215.60
Trash collection$2,150.00

Insurance$7,920.001 line item20.8%

Building systems$2,315.003 line items6.1%

Elevator maintenance$1,640.00
Fire alarm monitoring$380.00
Pest control$295.00

Janitorial$3,015.002 line items7.9%

Cleaning of common areas$2,780.00
Supplies$235.00

Repairs and maintenance$3,780.003 line items9.9%

Garage gate repair$1,850.00
Pressure washing$1,290.00
Lobby light fixtures$640.00

Open a category to see its line items.

The largest expenses

Master policy (monthly installment)$7,920.00
Water and sewer$6,480.00
Management fee$4,800.00
Electricity, common areas$3,215.60
Cleaning of common areas$2,780.00
Landscaping contract$2,650.00

What was done

Requests from residents this month

23
Requests: 19
Done: 4
In progress

Plumbing · 6
Elevator · 4
Landscaping · 3
Common-area lighting · 4
Other · 6

Only counts are shown. Request text, addresses, and residents’ names never appear in the report, and any category with fewer than three requests is grouped under “Other.”

Garage gate repaired
The motor and the sensor were replaced. The gate was out of service for two days.
Lobby fixtures replaced
Four failed fixtures were replaced with LED units.
Pressure washing of walkways and garage
Done on a weekday morning, with notices posted two days before.
Monthly elevator service completed
No fault found; the service report is filed.
Quarterly pest control treatment
Common areas and the garage were treated.

Under way

Bids for a roof inspection
Update of the reserve study
Agenda for the October board meeting to be posted

Compared with last month

Item	August 2026	September 2026	Change
Management	$5,110.00	$5,110.00	no change
Grounds and pool	$4,130.00	$4,130.00	no change
Utilities	$12,410.30	$11,845.60	-$564.70
Insurance	$7,920.00	$7,920.00	no change
Building systems	$2,315.00	$2,315.00	no change
Janitorial	$2,960.00	$3,015.00	+$55.00
Repairs and maintenance	$2,140.00	$3,780.00	+$1,640.00
Collected from owners	$47,100.00	$47,380.00	+$280.00
Delinquent assessments	$17,120.00	$18,450.00	+$1,330.00

Repairs are higher than in August because of the garage gate and the pressure washing. Delinquent assessments rose slightly.

Money in the bank accounts

Account	August 2026	September 2026
Operating account	$21,340.55	$21,004.95
Reserve account	$212,600.00	$222,200.00
Total	$233,940.55	$243,204.95

The operating account changes by the amount collected for operating costs minus the amount spent. The repair fund changes by the amount paid into it.

Signed originals

A real report links the signed originals, so anyone can check the page against the paper.

Monthly financial report signed by the manager and the treasurerScan, two pagesNo file in the sample
Bank statements for SeptemberOperating account and reserve accountNo file in the sample
Vendor invoices and work ordersGarage gate, lobby fixtures, pressure washingNo file in the sample

This page cites Florida condominium law (Chapter 718) where a statute applies. The checklist works for any community association. Florida homeowners’ associations (Chapter 720) and other states have their own rules, which this page does not describe.

What a good monthly report contains

A report residents can use answers questions they would otherwise have to ask the manager. The sample above has all eight parts. A report with fewer parts is not necessarily a bad one, but every missing part is a question you can ask.

1The month in four numbersWhat the owners paid in, what was spent, what is still owed, and what the account balances are. A report that cannot state these four figures plainly is hard to check.
2Spending by category, down to the line itemsA total alone says little. Cleaning, elevator service, utilities, repairs, and the management fee should each expand to show their line items, making it clear where the money went.
3The largest expenses firstA few line items usually account for most of the spending. Seeing them at the top lets you ask about the ones that matter.
4A comparison with last monthA line that doubled is a question to ask. A line that fell may mean something was fixed, or something was skipped.
5What was done and what is under waySpending is easier to judge next to the work it paid for, and next to what is planned.
6Requests, countedHow many came in, how many are closed and how many are open. Counts only: no names and no addresses.
7Balances on the bank accountsWhat is left, and in which account: the one for running costs and the one for repairs.
8Signed originals to check againstThe page is a reading aid. The signed paper is the record, and it should be one click away.

These eight parts are what the Unitify report page shows. What the law of your country requires of a manager is a separate question: see the legal sources on this page.

What you can expect and verify

Some of this is the law and some is good practice. Where there is a statute, it is cited; where there is none, the line says so.

Accounts

I can see an itemized statement of what the building collected and spent, not only a total.The accounting records must include itemized receipts and expenditures, with bank statements and ledgers (s. 718.111(12)(a)11.a).
I can check my own balance and payments at any time without asking.The records include a statement of each unit’s account: the assessments due, what was paid and the balance (s. 718.111(12)(a)11.c).
The manager can show that the building’s money is held in a separate account.Good practice. Ask the manager to show the account.

Requests

When I report a problem I get an acknowledgement with a reference number.Good practice, not a statutory duty. Many contracts set it; read yours.
I can see the status of my request without calling.Good practice. Ask whether the manager’s system shows status to residents.
Urgent problems (water, elevator, heating) are handled within hours, and I know whom to call out of hours.Good practice. The management contract may set response times: read them.

Meetings and decisions

A meeting of the owners is held at least once a year, with notice and an agenda in good time.Check the notice and agenda rules in your bylaws.
Decisions of the owners reach everyone in writing or on a notice board.Minutes of owners’ and board meetings are official records (s. 718.111(12)(a)6).
Owners who cannot attend can still take part (proxy, written or online vote).Check your declaration and bylaws for proxy and electronic voting rules.

Reports and documents

The manager gives an annual report and the budget for the coming year.The association must prepare a financial report within 90 days after the fiscal year ends, and deliver it within 21 days after it is completed and no later than 180 days after the year ends (s. 718.111(13)).
I can inspect contracts and invoices on request.The official records, including the current management agreement and other contracts, are open to inspection by any member at reasonable times, and must be provided within 10 working days of a written request, or the association is presumed to have willfully failed to comply (s. 718.111(12)(a)9, (b), (c)1.a).
Minutes, house rules and key documents are kept in one place I can reach.An association with 25 or more condominium units must post key documents on a website or in an app (s. 718.111(12)(g)). A renter may inspect only the declaration, bylaws, rules and inspection reports.

If it does not hold

Start with the cheapest step and move up only if it fails.

1
Ask in writing
Name the item and the date. The association must provide the records within 10 working days of a written request; if it does not, it is presumed to have willfully failed to comply (s. 718.111(12)(c)1.a).
2
Inspect the records
Ask for the management agreement, the accounting records and the minutes. The association may not make you give a reason. A renter can inspect only the declaration, bylaws, rules and inspection reports.
3
Bring it to the board
Put the specific gaps on the agenda of a board meeting and ask what the manager’s contract says about each.
4
Check who signed the contract
If the developer signed the management contract, find out whether the owners can cancel it (s. 718.302). Otherwise the board decides, under the contract’s notice terms.
5
Replace the manager if you must
Use the scorecard to compare candidates and the RFP to ask them the same questions.

This is general information, not legal advice. For a dispute that is serious or urgent, talk to an attorney who practices community association law.

Legal sources

Every legal statement on this page comes from the text of the law itself. The quotes are in the original language.

Fla. Stat. s. 718.302(1)
shall be fair and reasonable, and such grant, reservation, or contract may be canceled by unit owners other than the developer:
Fla. Stat. s. 718.302(1)(a)
If the association operates only one condominium and the unit owners other than the developer have assumed control of the association, or if unit owners other than the developer own at least 75 percent of the voting interests in the condominium or own at least 90 percent of the voting interests if the condominium is a nonresidential condominium consisting of 10 or fewer units, the cancellation must be by concurrence of the owners of at least 75 percent of the voting interests other than the voting interests owned by the developer.
Fla. Stat. s. 718.302(1)(b)
If the association operates more than one condominium and the unit owners other than the developer have not assumed control of the association,
Fla. Stat. s. 718.111(12)(a)6
A book or books or electronic records that contain the minutes of all meetings of the association, the board of administration, any committee, and the unit owners
Fla. Stat. s. 718.111(12)(a)9
A current copy of any management agreement, lease, or other contract to which the association is a party or under which the association or the unit owners have an obligation or responsibility.
Fla. Stat. s. 718.111(12)(a)11.a
Accurate, itemized, and detailed records of all receipts and expenditures, including all bank statements and ledgers.
Fla. Stat. s. 718.111(12)(a)11.c
A current account and a monthly, bimonthly, or quarterly statement of the account for each unit designating the name of the unit owner, the due date and amount of each assessment, the amount paid on the account, and the balance due.
Fla. Stat. s. 718.111(12)(b)
within 10 working days after receipt of a written request by the board or its designee.
Fla. Stat. s. 718.111(12)(c)1.a
The official records of the association are open to inspection by any association member and any person authorized by an association member as a representative of such member at all reasonable times.
Fla. Stat. s. 718.111(12)(c)1.a
A renter of a unit has a right to inspect and copy only the declaration of condominium, the association’s bylaws and rules, and the inspection reports described in ss. 553.899 and 718.301(4)(p).
Fla. Stat. s. 718.111(12)(c)1.a
may not require a member to demonstrate any purpose or state any reason for the inspection.
Fla. Stat. s. 718.111(12)(c)1.a
The failure of an association to provide the records within 10 working days after receipt of a written request creates a rebuttable presumption that the association willfully failed to comply with this paragraph.
Fla. Stat. s. 718.111(12)(g)1.
An association managing a condominium with 25 or more units which does not contain timeshare units shall post digital copies of the documents specified in subparagraph 2. on its website or make such documents available through an application that can be downloaded on a mobile device.
Fla. Stat. s. 718.111(13)
Within 90 days after the end of the fiscal year, or annually on a date provided in the bylaws, the association shall prepare and complete, or contract for the preparation and completion of, a financial report for the preceding fiscal year.
Fla. Stat. s. 718.111(13)
Within 21 days after the final financial report is completed by the association or received from the third party, but not later than 180 days after the end of the fiscal year or other date as provided in the bylaws, the association shall deliver to each unit owner

Checked against the primary texts on 22 October 2026.

This is general information, not legal advice. Laws change and your contract and governing documents matter: have a lawyer or notary check anything you act on.

Checking your manager: questions

Can a renter check these things too?

Partly. A renter has the right to inspect and copy only the declaration of condominium, the association’s bylaws and rules, and the inspection reports (s. 718.111(12)(c)1.a). Most of the checklist is about what owners can see.

Do I have to give a reason to see the records?

No. The association may adopt reasonable rules on the time and manner of inspection but may not require a member to state a reason (s. 718.111(12)(c)1.a).

What is the difference between the board and the manager?

The board is elected by the owners and decides. The management company is hired by the board to do the work. If the manager falls short, the board is the one who can change it.

What happens to the answers I enter?

Nothing leaves your browser. The result is calculated on the page and kept only for the tab.

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Send this page to your board or your manager and ask which of the gaps can be closed before the next meeting.

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Is your HOA management company doing its job?

A sample monthly report

Monthly report, September 2026

Spent: $38,115.60

The largest expenses

What was done

Compared with last month

Money in the bank accounts

Signed originals

What a good monthly report contains

Check your own building

Accounts

Requests

Meetings and decisions

Reports and documents

Result

What you can expect and verify

Accounts

Requests

Meetings and decisions

Reports and documents

If it does not hold

Ask in writing

Inspect the records

Bring it to the board

Check who signed the contract

Replace the manager if you must

Legal sources

Checking your manager: questions

Keep reading

Share this checklist with your board