Operations · Templates

How to Request Proof of HO-6 Insurance from Condo Owners

Send each owner a short, specific written request for the current declarations page of their HO-6 policy, give a clear deadline (30 days is common), follow up once at 30 days and again with a final notice, and repeat at every owner's renewal — not once a year for the whole building. Cite your declaration, not the statute: Florida's force-place authority was repealed in 2010. The six templates below are ready to copy.

Last reviewed September 2026 · Written for condo boards and community association managers · Cited to the 2026 Florida Statutes · Not legal advice

Before you send anything: find your authority

Florida has no statutory HO-6 mandate — it was enacted in 2008 and repealed in 2010 — so the obligation on your owners exists only if your declaration of condominium (or a lender) creates it.[1][2] Pull the declaration and note three things before drafting the letter:

1. The article and section that requires owners to insure — you will quote it.
2. What it requires — "HO-6 coverage" in general, or specific limits (dwelling, liability, loss assessment), or wind coverage.
3. What it says about proof and remedies — some declarations require owners to furnish evidence on request; many say nothing. That determines what the final notice can say.

If the declaration is silent on owner insurance, you can still ask — most owners are insured and will answer — but the letters should read as a request, not a demand. Full background is in Florida condo insurance requirements.

Which document to accept — and why the dec page wins

Every insured owner already has a dec page — the carrier sends one at issue and at each renewal — so asking for it costs them a forward or a photo, not a phone call to their agent. More on reading one in what is a declarations page.

What to check on each dec page

• Named insured matches the owner of record (trusts and LLCs are common — match the entity).
• Insured location matches the unit — street address and unit number, since unit numbers repeat across buildings.
• Policy form is HO-6 (unit-owners). An HO-4 is a renter's policy and does not satisfy an owner requirement; see HO-6 vs. HO-4 vs. wind-only.
• Policy period is current — record the expiration date; that date drives your next request.
• Limits meet your declaration: dwelling/building (Coverage A), personal property (C), liability (E).
• Loss assessment coverage — Florida requires at least $2,000 on every unit-owner policy, with a deductible of no more than $250; your declaration may require more.[3]
• Wind. If the policy excludes windstorm, ask for the companion wind-only dec page before marking the unit compliant.
• Hurricane deductible — Florida requires personal residential policies with a separate hurricane deductible to show its dollar value on the declarations page.[4] Worth noting, even if your declaration doesn't set a maximum.

The templates

Replace everything in [brackets]. Keep the tone plain and specific — the goal is a dec page in your inbox, not a dispute. Send the initial request by mail and email where you have both; use the owner's address in the official records.

1. Initial board letter (mail)

[Association Name] Condominium Association, Inc.
[Mailing address]

[Date]

[Owner name]
[Owner mailing address]

Re: Proof of unit-owner (HO-6) insurance — Unit [number], [street address]

Dear [Owner name],

The Board is updating the association's insurance records. Article [__], Section [__] of our Declaration of Condominium requires each unit owner to maintain insurance on their unit[, including (list any required limits, e.g., loss assessment coverage of at least $__)].

Please send us a copy of the current declarations page of your HO-6 (condominium unit-owner) policy by [date — 30 days from mailing]. The declarations page is the summary your insurance company sends at each renewal; it lists your name, the unit address, the policy dates, and your coverage limits. An insurance ID card or a premium bill does not include that information, so we can't accept those in its place.

You can send it any of these ways:
  • Email: [email address]
  • Mail or drop-off: [address / office hours]
  • [Portal or upload link, if any]

If your policy excludes windstorm, please also include the declarations page for your separate wind policy.

We keep these documents with the association's insurance records and use them only to confirm coverage. If you have any questions, contact [manager name] at [phone] or [email].

Thank you for helping keep our building and our neighbors protected.

Sincerely,

[Name], [Title]
On behalf of the Board of Directors

2. Email version

Subject: Unit [number]: please send your HO-6 declarations page by [date]

Hi [Owner first name],

We're updating [Association Name]'s insurance records. Our Declaration (Art. [__], Sec. [__]) requires each owner to insure their unit, so we're asking every owner for a copy of their current HO-6 declarations page.

The easiest way: find the most recent email or letter from your insurance company with your policy documents, and forward the declarations page to [email address] — a clear photo or PDF works. Please send it by [date].

(An ID card or bill won't work — we need the page that shows your coverage limits and policy dates.)

If your HO-6 excludes wind, please include your wind-only declarations page too.

Questions? Just reply here or call [phone].

Thanks,
[Name]
[Title], [Association Name]

3. 30-day follow-up

Subject: Reminder — HO-6 declarations page for Unit [number]

Dear [Owner name],

On [date of first request], we asked for a copy of the current declarations page for your HO-6 policy on Unit [number]. We haven't received it yet — it may simply have been missed.

Please send it to [email address] or [address] by [date — 14 days out]. If your insurance has changed or you're between policies, let us know that too; we'd rather hear about a gap now than after a loss.

If you've already sent it, thank you — reply with the date you sent it and we'll locate it.

Sincerely,
[Name], [Title]
[Association Name]

4. Final notice

Have counsel review this one before first use. It should describe only remedies your declaration and chapter 718 actually support — see what the association can and can't do.

[Association Name] Condominium Association, Inc.

[Date]

[Owner name]
[Owner mailing address]

Re: FINAL NOTICE — Proof of insurance required under Declaration Art. [__], Sec. [__] — Unit [number]

Dear [Owner name],

The association requested proof of your unit-owner insurance on [date] and again on [date]. As of today we have no current declarations page on file for Unit [number].

Article [__], Section [__] of the Declaration requires each owner to maintain [describe required coverage]. Please provide a copy of your current HO-6 declarations page by [date — at least 14 days out].

Please be aware:
  • Under Florida law and the Declaration, owners are responsible for the cost of reconstructing the portions of the unit they are required to insure. If the association performs that work after a loss, the cost is chargeable to the owner and collectible as an assessment.
  • [Only if your declaration and counsel support it:] If the association does not receive proof of coverage by [date], the Board may refer this matter for enforcement under the Declaration and Section 718.303, Florida Statutes, which can include a fine after written notice and an opportunity for a hearing before the association's fining committee.

If there is a reason you can't obtain coverage, please contact [manager name] at [phone] before [date] — we would much rather help you find a solution.

Sincerely,

[Name], [Title]
On behalf of the Board of Directors

5. Renewal reminder

Subject: Your HO-6 policy for Unit [number] renews on [expiration date]

Hi [Owner first name],

Our records show your HO-6 policy with [insurer] for Unit [number] expires on [expiration date].

When your renewal arrives, please forward the new declarations page to [email address]. If you're switching insurers, send the new company's declarations page instead.

While you're renewing, it's a good moment to check your loss assessment coverage. If the association ever has to assess owners after a covered loss — including our master policy's hurricane deductible — that coverage may help pay your share, depending on your policy's terms. Your agent can tell you how yours works. [Our Declaration requires at least $__.]

Thanks for keeping your coverage current,
[Name], [Association Name]

6. Board-meeting announcement

Insurance records update

This month the association is collecting a current HO-6 declarations page from every unit owner, as required by Article [__] of our Declaration. You'll receive a letter and email with instructions.

Why it matters: the association's master policy covers the building, but by Florida law it excludes the inside of your unit — flooring, cabinets, fixtures, appliances, and your belongings. Your HO-6 covers those, plus your share of any association assessment after a covered loss.

The easiest way to respond is to forward your declarations page to [email address] by [date]. Questions: [manager name], [phone].

How to track responses

The letters are the easy part. The work is keeping an accurate, current record for every unit — and the record is what protects the board, because nobody can compel an owner to buy a policy. Whatever you use, keep at least these columns:

Three habits make the log work: key reminders to each owner's expiration date, not a single annual mailing; re-request on every sale, because the seller's policy does not transfer; and report the numbers to the board monthly — compliant, expiring in 30 days, lapsed, never received. A longer treatment is in how associations track HO-6 compliance.

Tone tips that get more responses

• Lead with the ask and the deadline. The first two sentences should tell the owner exactly what to send and by when.
• Name the document and where to find it. "The declarations page from your insurer's renewal email" gets answered; "proof of insurance" gets ID cards.
• Make it one step. Forwarding an email beats logging into a portal. Accept photos and PDFs.
• Explain the why once, briefly. Owners who learn the master policy excludes their interior tend to take the request seriously.
• Escalate in steps, not in the first letter. Most non-responders are busy, not defiant. Save formal language for the final notice.
• Offer help. An owner who can't get coverage is a risk you want to know about — invite them to call.

What the association can and can't do if an owner doesn't comply

What current law does provide:

• A reconstruction chargeback. Owners are responsible for the cost of reconstructing portions of the condominium property they are required to insure; if the association does that work, the cost is chargeable to the owner and enforceable as an assessment under § 718.116 (§ 718.111(11)(g)2.).[1] That is recovery after a loss — it doesn't get a unit insured beforehand.
• General enforcement of the declaration. If the declaration requires coverage, a failure to carry it is a failure to comply with the declaration. Section 718.303 allows the association to sue for compliance and to levy reasonable fines — capped at $100 per violation or $1,000 in the aggregate, only after at least 14 days' written notice and an opportunity for a hearing before a committee of at least three members who are not officers, directors, or employees (or their close relatives). A fine may not become a lien on the unit.[5]
• Whatever else your declaration provides. Some declarations include their own insurance remedies. Whether they are enforceable is a question for the association's attorney.

What it doesn't provide: a statutory power to buy insurance for the owner and charge it back, or any insurance-specific enforcement tool. That is why continuous tracking — ask early, ask again, keep the record — is the lever that actually works.