Your Sandestin HOA/COA Disclosure Checklist

Thinking about listing or buying in Sandestin and not sure which association documents you’ll need? You’re not alone. With a resort master association plus dozens of neighborhoods, towers, and condo associations, the paperwork can feel complex. This guide shows you exactly what to gather, why it matters, and how to set up a simple digital data room so your sale or purchase moves forward without surprises. Let’s dive in.

Why HOA/COA disclosures matter in Sandestin

Sandestin properties often fall under two layers of governance: a resort master property owners association and a sub-association for your neighborhood, condo, or tower. Buyers will want to see both sets of documents. These records outline rules, fees, reserves, insurance coverage, and any upcoming projects that could affect your budget or your plans for the property.

Florida law also frames how associations operate and what you can access. Condominiums are governed by Chapter 718 of the Florida Statutes, and homeowners associations are covered in Chapter 720. In Walton County, short-term rental registration, taxes, and local rules may apply. Understanding these layers helps you prepare the right disclosures early and avoid closing delays.

Master vs. sub-association explained

• The master association handles resort-wide items like common area maintenance, access to certain amenities, and master-level policies.
• Your neighborhood, condo, or tower association manages building- or community-specific rules, budgets, and reserves.
• You must comply with both. Dues, assessments, and privileges can differ between the master and sub-association.

Florida and Walton County rules to know

• Florida Statutes Chapters 718 and 720 guide member rights, access to records, budgets and reserves, meeting rules, and estoppel procedures.
• Walton County’s vacation rental environment includes possible permitting, tourist development taxes, and compliance with occupancy and parking rules. You should confirm both association rental policies and local requirements.

Your master-level document checklist

Buyers often request these master POA items. Sellers should upload them before listing.

• Master Declaration/CC&Rs. Shows master rights, restrictions, easements, and assessment powers.
• Master Bylaws and Articles of Incorporation. Explains master governance and voting.
• Master Rules & Regulations and amenity policies. Covers access to pools, beaches, golf, fitness, guest badges, parking, and fees.
• Master annual budget, financials, and reserve study. Reveals monthly or annual dues, reserve strength, and risk of future assessments.
• Master insurance summary/certificate. Details coverage and deductibles for common areas.
• Master board meeting minutes (12–24 months). Highlights policy changes, capital projects, and assessment trends.
• Assessment notices and project plans. Identifies projects that could trigger special assessments.
• Transfer/use fee schedules and access card policies. Helps buyers plan for move-in and first-month logistics.

Your neighborhood, condo, or tower documents

These sub-association items help buyers understand unit-level responsibilities and living rules.

• Declaration/CC&Rs for your specific association. Defines maintenance responsibilities, leasing rules, and parking allocation.
• Bylaws, Articles, and Rules & Regulations. Covers architectural controls, quiet hours, short-term rental rules, and any rental caps.
• Current budget, balance sheet, and reserve study. Shows dues, reserves, and trends.
• Most recent audit or financial review and YTD financials. Indicates current financial health.
• Insurance coverage summary. Clarifies what the association insures vs. what owners must insure (often HO-6 for condo interiors).
• Estoppel certificate/association payoff letter. States current balances, assessments, and transfer/processing fees. Title companies typically require this for closing.
• Meeting minutes (last 6–24 months). Reveals policy shifts, enforcement, and board decisions.
• Litigation disclosures. Notes pending or threatened lawsuits that could impact costs or lending.
• Pet, golf cart, and parking policies. Defines what is allowed and where.
• Rental/transient use policies and any registration forms. Explains minimum stays, registration steps, and whether professional management is allowed.
• Owner violation status (if allowable). Discloses any unresolved compliance matters tied to the unit.
• Architectural guidelines/modification approvals. Useful if you plan exterior changes.
• Transfer fees and processing times. Helps plan your timeline.

Transactional must-haves and timelines

• Estoppel certificate. Issued by the association or management company. It confirms balances due, fees, and assessments. Fees and timelines vary by association and are guided by Florida law. Request early to avoid bottlenecks.
• Current dues and coverage list. Clarify what each fee covers, such as security, trash, cable, internet, or landscaping.
• Pending special assessments. Confirm what has been approved, the payment schedule, and whether the seller or buyer will be responsible under the contract.
• Contact information. Provide the management company and property manager details to speed up approvals and move-in.

Build a simple digital data room

Get organized 2 to 4 weeks before you list. Use clear folder names and dates to make reviews quick and painless.

• 01_Master_Association/
  • Master_Declaration_Sandestin_MMYY.pdf
  • Master_Bylaws_MMYY.pdf
  • Master_Rules_Amenities_MMYY.pdf
  • Master_Budget_YYYY.pdf
  • Master_Reserve_Study_YYYY.pdf
  • Master_Insurance_Summary_MMYY.pdf
• 02_Sub_Association_[Name]/
  • [AssocName]_Declaration_MMYY.pdf
  • [AssocName]_Bylaws_MMYY.pdf
  • [AssocName]_Rules_MMYY.pdf
  • [AssocName]_Budget_YYYY.pdf
  • [AssocName]_Financials_QX_YYYY.pdf
  • [AssocName]_Reserve_Study_YYYY.pdf
  • [AssocName]_Estoppel_Requested_MMDDYYYY.pdf
• 03_Transaction_Docs/
  • Estoppel_[AssocName]_MMDDYYYY.pdf
  • Transfer_Fee_Schedule.pdf
• 04_Meeting_Minutes/
  • Master_Board_Minutes_YYYYMM.pdf
  • [AssocName]_Board_Minutes_YYYYMM.pdf
• 05_Litigation_and_Assessments/
  • Litigation_Summary_MMYY.pdf
  • Pending_Assessment_Notice_MMYY.pdf
• 06_Practical_Info/
  • Amenity_Access_Quick_Guide.pdf
  • Parking_GolfCart_Rules.pdf
  • Walton_County_Vacation_Rental_Requirements.pdf

Tip: Add a one-page summary at the top with monthly dues, master amenity access, key rental rules, any upcoming assessments, and association contacts. Buyers will appreciate the quick snapshot.

Top five items buyers check first

• Dues and reserve adequacy. Are reserves funded to meet projected repairs without large assessments?
• Rental rules. Are short-term rentals allowed and what are the minimum stays or caps?
• Pet and golf cart policies. Do the rules fit your daily life and transportation needs?
• Insurance coverage and deductibles. Who covers what, especially for wind, flood, and storm events?
• Litigation and pending projects. Any lawsuits or capital projects that could affect fees or timelines?

Red flags to watch

• Repeated reserve shortfalls or negative reserve trends in studies and financials.
• Active litigation involving common elements or construction claims.
• Recent or pending large special assessments or multi-year increases above normal trends.
• Rules that do not align with your plans, such as strict rental limits or pet restrictions.
• Confusion about who pays for certain repairs between the master and sub-association.
• Tight or unclear estoppel turnaround that could delay closing.
• Rental rules that conflict with Walton County requirements.

Short-term rentals, pets, and golf carts

Policies vary by building and neighborhood in Sandestin. Some communities welcome short-term rentals, while others limit or prohibit them. Pet sizes, breeds, and guest pet rules also differ, as do rules for electric or gas golf carts and storage. Always confirm the association’s current policies and check Walton County’s rental requirements before you commit.

How to avoid closing delays

• Start early. Request association records and your estoppel at the earliest point allowed under your contract timeline.
• Verify fees. Confirm transfer, processing, and access card fees with both master and sub-associations.
• Clear violations. Resolve any open compliance issues and keep proof of resolution.
• Coordinate your team. Keep your agent, association managers, and the title company aligned on timing and documents.

How The Babe Group can help

You should not have to chase paperwork while planning a move. Our team helps you map out which associations apply to your Sandestin property, gather the right master and sub-association documents, order estoppels on time, and build a clean, shareable data room. We keep your listing presentation polished and your transaction on schedule so you can focus on your next chapter.

Ready to list or buy in Sandestin or Miramar Beach? Start Your Move — Get a Free Home Valuation with The Babe Group.

FAQs

Who issues an estoppel for a Sandestin property?

• The association or its management company issues the estoppel or payoff letter. Fees and turnaround times vary by association and are guided by Florida law. Request early.

What is the difference between master rules and condo rules?

• The master association covers resort-level amenities and common areas. Your condo or sub-association sets building-specific rules, reserves, and owner obligations. You must follow both.

Are short-term vacation rentals allowed in Sandestin?

• It depends. Some associations allow them and others restrict or prohibit them. You must also comply with Walton County rental rules and taxes where applicable.

How can I spot a likely special assessment?

• Review recent minutes, the reserve study, and financials. Look for large capital projects, low reserve funding, or formal owner notices.

What do Florida sellers need to disclose about HOAs/COAs?

• Sellers must provide association documents required by the contract and cooperate with buyer due diligence. Chapters 718 and 720 describe record access and estoppel procedures.

Should I order an estoppel before I list?

• It can help. A current estoppel reduces surprises and can shorten closing. Some sellers order it proactively, while others wait until they are under contract to avoid repeat fees.