Records Requests

What is a records request?

A records request is a formal request to the board to provide specific HOA documents. State HOA laws typically give members the right to inspect and receive copies of financial records, meeting minutes, governing documents, contracts, and other association records. A records request creates an auditable record of the ask and tracks the board's response against statutory deadlines.

Who can submit a records request?

Any member of the HOA can submit a records request, including regular (non-board) members. You do not need to be a board member to make a request.

How do I submit a records request?

1. Go to Records Requests in the sidebar.
2. Click "Request Records."
3. In the description field, describe the documents you need. Be specific — for example, "Copies of all bank statements for the period January 2025 through March 2025" rather than "financial records."
4. Click "Submit."

After submission, the board is notified by email. You will see the request in your Records Requests list with a status of Submitted.

How is the board notified?

When a request is submitted, all board members receive an email notification with the request description and a link to the request detail page. Board members can then review and respond from within Fourplex.

What are the statutory deadlines, and how does Fourplex track them?

State HOA laws set deadlines for the board to respond to records requests. Common deadlines are:

• 10 days to confirm that records are available for inspection
• 21 days to produce copies of requested documents

The specific deadlines depend on your state's laws. Fourplex calculates and displays the response deadline on each request based on the submission date. The deadline is visible to both the member who submitted the request and to board members.

Fourplex does not automatically determine which deadline applies to a given request — the deadline shown is based on the jurisdiction configuration for your HOA. If you believe the displayed deadline is incorrect, contact your board.

What happens after I submit a request?

Your request moves through the following statuses:

1. Submitted — the request has been received; the board has been notified
2. Under Review — a board member has acknowledged the request and is working on it
3. Fulfilled — the board has responded, which may include uploaded documents and a note
4. Declined — the board has declined the request, with a required explanation note

You can view the current status and any notes left by the board from your Records Requests page at any time.

How do board members fulfill a request?

Board members see all pending requests on the Records Requests page. To fulfill a request:

1. Open the request detail page.
2. Review the description and the statutory deadline.
3. Optionally change the status to Under Review and add a note to let the member know you are working on it.
4. Upload any relevant documents using the upload button on the request detail page.
5. Add a note explaining what was provided or any relevant context.
6. Change the status to Fulfilled (or Declined if the request cannot be fulfilled, with a written explanation).

Each status change is recorded in the request history and is visible to the member who submitted the request.

Can I see the history of a request?

Yes. The request detail page shows a full audit trail of status changes and board notes in chronological order. This history is visible to the member who submitted the request and to all board members. The audit trail is permanent and cannot be edited after the fact.

What if the board does not respond by the deadline?

Fourplex displays the deadline on the request and does not automatically escalate overdue requests. If your board does not respond within the statutory period, you may have legal remedies under your state's HOA law. Fourplex's records of the submission date and the displayed deadline can be referenced to document when the request was made.