Records Requests: What Your HOA Needs to Know

Under Washington's WUCIOA, members of a common interest community have the right to inspect association records. As a board, handling these requests properly is important — missing deadlines can create legal exposure.

What Records Can Members Request?

Members have the right to inspect:

• Financial records — bank statements, invoices, budgets, financial statements
• Meeting minutes — board meetings, annual meetings, special meetings
• Contracts — service agreements, vendor contracts
• Insurance policies — current certificates and policies
• Governing documents — CC&Rs, bylaws, rules and regulations
• Membership list — names and addresses of members (with privacy restrictions)

The Timeline You Must Follow

WUCIOA is specific about response times:

Deadline	Timeframe
Acknowledge the request	Within 10 business days of receiving it
Provide the records	Within 21 business days of acknowledgment

Business days exclude weekends and state holidays. Missing either deadline can expose the HOA to liability.

Fourplex automatically calculates both deadlines when you log a records request and sends you reminders before each one is due.

How to Respond to a Request

Step 1: Log the request immediately. As soon as you receive a records request (email, letter, in-person), log it. Your 10-day acknowledgment clock starts on receipt.

Step 2: Send written acknowledgment within 10 business days. Your acknowledgment should confirm you received the request and state when you expect to provide the records.

Step 3: Prepare the records. Review the request carefully. Compile the requested documents. Note: you're not required to create new documents — only to provide records that already exist.

Step 4: Provide access within 21 business days. You can provide records in person for inspection, as copies, or electronically (if the member agrees).

What You're NOT Required to Provide

• Privileged communications with your attorney
• Executive session minutes (discussions of pending litigation, personnel matters)
• Records that don't exist

When declining to provide a document, be specific about the reason. Blanket refusals are not appropriate.

Charging for Copies

WUCIOA allows HOAs to charge a reasonable fee for copies. You should define this in your records policy. A common approach:

• Electronic copies: free
• Physical copies: actual cost (e.g., $0.10/page)

Common Mistakes to Avoid

1. Not logging the receipt date — you can't prove you met the 10-day deadline if you don't have documentation.
2. Verbal acknowledgments — acknowledgments should be in writing.
3. Missing the 21-day deadline — even by one day creates potential liability.
4. Providing records to non-members — verify the requester is an owner before responding.

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This guide is for informational purposes only and does not constitute legal advice. Consult an HOA attorney for advice specific to your community.