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In the ever-evolving world of property management and landlord-tenant law, Florida has taken a big step forward by allowing electronic notices — including security deposit claims and damage notices — under certain conditions.
But before you hit “send” on that email, you need to make sure you’re doing it legally and properly.
What Does the Law Say?
Florida law now allows the electronic transmission of notices related to residential tenancies — but only if both the landlord and the tenant agree to it in writing. This applies to important documents such as:
Notice of Claim Against Security Deposit (F.S. 83.49(3))
Notice of Lease Renewal or Termination
Notice of Charges for Damages
Other official communications required by statute
If there’s no written consent to electronic notices, you must default to mailing the notice via
certified mail as outlined in Florida Statutes.
Written Consent Is a Must
This is the most important piece: you cannot send legal notices electronically unless the
tenant has explicitly agreed to it in writing.
This consent should be part of your lease agreement or signed as a separate document.
It must clearly state that both parties agree to accept notice electronically and list the email address or system to be used (e.g., RentVine).
Best Practices for Sending Electronic Notices
To protect yourself legally and ensure your notices are enforceable:
1. Use a trusted platform that provides time-stamped delivery and read receipts
2. Keep copies of all notices, including delivery logs and confirmation of receipt
3. Maintain updated email addresses for all tenants
4. Include specific instructions in your lease about how notices will be delivered
5. Clearly outline what constitutes “delivery” (e.g., time sent vs. time read)
Why This Matters
Electronic notices can:
Speed up communication
Reduce postage costs
Streamline documentation
But they can also lead to legal challenges if not executed correctly.
A tenant can easily claim they never received notice if the proper agreements or delivery
confirmations are missing.
How to Get Started
Here’s how to implement electronic notices the right way:
1. Update your lease agreements to include language authorizing electronic notice
2. Provide a consent form if your existing leases don’t already allow for it
3. Use property management software that tracks and logs communications
4. Train your team on proper procedures for sending and documenting notices
5. Consult with legal counsel to make sure you’re protected
Final Word
Electronic notices are a powerful tool for modern property management, but only when used
correctly. If you're not sure whether your lease is compliant or if your team is set up to handle e-
notices legally, now is the time to get ahead of it.
All American Realty and Investment Group has partnered with trusted attorneys to ensure we
stay ahead of the latest legal requirements. If you need assistance updating your lease language, implementing electronic notice procedures, or reviewing your current practices for compliance, we’re here to guide you.
Call us at (850) 374-3744
Visit us online or reach out through your owner or tenant portal
