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If a Florida property is in a condo or HOA, one of the first things I want to know is: does the buyer need association approval, and if so, what exactly is required?
The application itself usually isn't complicated. The problems start when it gets left until later, an old application is used, a payment is missing, an interview hasn't been scheduled, or everyone assumes "submitted" means "approved."
I've seen associations turn approvals around very quickly. I've also worked with associations that require 30 days and will use just about every last one of those 30 days.
That's why this is something I want figured out at the beginning of the transaction, not during closing week.
This has become increasingly important. More Florida condo and homeowners associations are moving their applications online through management-company websites and third-party application portals.
Sometimes the listing agent will provide a paper application that has been used for previous transactions. That doesn't necessarily mean it's still the current application.
Before having the buyer spend time completing it, I like to confirm:
An outdated application can cost several days before anyone even realizes the buyer hasn't actually entered the association's current approval process. A quick check with the association or management company at the beginning can prevent that.
This is one of the most important questions to ask. Association processing times vary tremendously.
Some communities process applications within a few days. Others tell buyers to allow two weeks. And some require 30 days for processing.
When an association says it needs 30 days, I take that seriously. I've worked with communities that really will take nearly every bit of that time before issuing approval. That's especially important when the contract has a relatively short closing timeline.
There may also be:
If an association needs 30 days and the transaction is scheduled to close in 35 days, waiting a week or two to start the application can create a real problem.
As soon as I identify an association on a file, I want to know exactly how much time they require.
These are different stages:
For purposes of keeping the transaction moving, I want to know where the buyer actually is in that process.
Associations may require things such as:
If one item is missing, the application may not officially enter processing.
That's why one of my follow-up questions is not just "Did you submit it?" It's "Has the association confirmed that the application is complete?"
That distinction matters.
This sounds like a small detail until the application sits untouched because the payment wasn't received.
Associations handle fees in all kinds of ways. Some accept payment through an online portal. Others require a check. Some use a third-party service. In some cases, there may be more than one fee involved.
I want to verify:
A completed application without the required payment may still be an incomplete application.
Some associations require more than paperwork. The buyer may need to complete an interview, attend an orientation, meet with an association representative, or wait for formal board approval.
The timing can become especially important if interviews are only offered on certain days or board approvals happen on a set schedule.
If an interview is required, I want to know that early enough to get it scheduled. And once the interview is finished, I still don't assume the buyer has been approved.
I want written confirmation.
This is probably one of my biggest rules with association approvals.
"They said everything looks good" is not the same thing as an approval letter. Neither is "The interview went well." Neither is "They told the buyer they're approved."
If association approval is required for the transaction, I want written confirmation in the file. It may be an approval letter, email, certificate, or confirmation from the management company, depending on how that particular association operates.
The important thing is that there is something showing the buyer was actually approved.
Not every association-related delay comes from the buyer's application. There can also be issues on the seller's side.
Depending on the community, that might include:
An open violation discovered close to closing can turn into another item everyone suddenly has to resolve. This is one more reason I want to identify the association and management company early in the transaction.
These are two separate things.
Association approval generally deals with whether the buyer has satisfied the community's requirements for the transfer. An estoppel certificate provides information about the property's account with the association and other association-related matters.
Under current Florida law, condominium and homeowners associations generally have 10 business days after receiving a proper written or electronic request to issue an estoppel certificate.
The statutory condominium estoppel form can include information such as:
Ten business days can take up a meaningful part of a short transaction. The estoppel should not become something everyone suddenly realizes is still outstanding three days before closing.
Some condominium documents give the association or its members a right of first refusal when a unit is sold. This isn't something every condominium has, but when it applies, it needs to be addressed.
Florida's condominium estoppel form specifically includes questions about whether a right of first refusal exists and whether it has been exercised.
It's another good example of why I don't like assuming every condo transaction works the same way. The association documents and requirements matter.
On a financed condominium purchase, buyer approval may only be one part of the association-related work. The lender may also be conducting its own condo project review.
Depending on the loan and property, the lender may request things such as:
This means the buyer can be completely approved by the association while the lender is still waiting for something from that same association or management company.
Buyer association approval and lender condo approval are not the same thing. Both need to stay on the radar.
When an association is involved, my questions fall into four buckets: what the contract and the association actually require, how the application process works and how long it takes, whether approval has been confirmed in writing, and the items that ride alongside it, like the estoppel, seller association issues, and any lender condo requirements.
Not every transaction raises every one of those. The key is knowing which ones apply before they become urgent.
Florida condo and HOA transactions don't have to be difficult. They simply have another layer that needs to be managed.
The biggest mistake is assuming the association application can wait.
First, confirm the current application process. Don't assume an old paper application is still valid if the association has moved online. Then find out exactly how long the association requires for approval. If they say 30 days, plan around 30 days.
Make sure the application is complete, the fees have been received, interviews are scheduled, and approval is eventually obtained in writing. At the same time, keep an eye on the seller's association issues, the estoppel, and any lender condo requirements.
Most of these items are easy to deal with when they're identified early. They're much harder when closing is Friday.
Angela Kratzert is the founder of MasterKey TC and a Florida-licensed real estate professional.
Since 2021, Angela has coordinated more than 750 Florida real estate closings, including transactions for one of Southwest Florida's top-producing luxury real estate teams.
Through MasterKey TC, she provides dedicated contract-to-close transaction coordination for Florida real estate agents, managing deadlines, documents, association requirements, title and lender follow-up, client communication, and the many details that happen between executed contract and closing.
Learn more about MasterKey TC's Florida transaction coordination services.
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This article is provided for general informational purposes only and is not legal advice. Association requirements vary by community. Contract terms, applicable riders, association governing documents, lender requirements, and current Florida law should be reviewed for each individual transaction.
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