Internal · Owner-of-Record Verification
Capital Association Management
Admin · Owner Verification

Owner-of-Record Verification

Authoritative cross-check between AppFolio, Leon County Property Appraiser, Sunbiz (LLC owners), and lender of record. Catches mismatches before they cause estoppel errors, NOLA mailings to the wrong person, or §718.111(12) records-request fights.

3,418Owner records
3,402Match all sources
12Flagged · review
4Mismatch · escalated
99.5%Verification accuracy

Sample verification · Plaza Tower #418 · current

Mendez, R. (selling) · #418

AppFolio (system of record)

Owner nameMendez, Rafael & Mendez, Sofia
Mailing addr418 N. Cherry St, Tallahassee FL 32303
Emailr.mendez@example.com · s.mendez@example.com
Phone(850) 555-0218
Owner sinceAug 4, 2019

Leon County Property Appraiser

Parcel ID11-22-33-444-0418
Title vestingMendez, Rafael & Sofia · joint w/ROS
Deed recordedBK 4080 PG 412 · Aug 4, 2019
Assessed value '25$418,000
HomesteadYes (filed 2020)

Lender of record

MortgageeWells Fargo Bank NA
Mortgage recordedBK 4080 PG 414
Estoppel mailingWells Fargo loss-mit dept

Cross-check results

✓
Name match
AppFolio + Property Appraiser align: Mendez, Rafael & Sofia.
match
✓
Address match
Mailing matches deed. Homestead consistent.
match
✓
Title vesting current
Joint w/ROS · no clouded title · last activity is the 2019 deed.
match
✓
Sunbiz · no LLC owner
Individual owners · LLC check skipped.
match
✓
Lender of record
Wells Fargo current per Leon County records · no MERS substitution since origination.
match
✓
Email + phone reachable
Last broadcast SMS delivered May 1 · last email opened May 2.
match
✓
OFAC / sanctions
Cleared Apr 28 (auto-rerun every 90 days).
match
✓
Probate / death match
Cleared (FL DOH death index · weekly run).
match

Cleared for: estoppel cert generation · NOLA mailing (n/a · current) · §718.111(12) records request response · welcome packet handoff to incoming Carter family at closing.

Active flagged records

Unit / owner
Issue
Status
⚠
OPV 8C · Maddox
AppFolio still shows decedent (Maddox, S. d. 4/2). Probate doc pending heir transfer.
probate workflow
⚠
PT #908 · "ABC Holdings LLC"
LLC owner · Sunbiz registered agent: P.O. Box. AppFolio shows individual contact. Need beneficial-owner letter.
LLC review
⚠
LK #1240 · Davis
Phone disconnected · email bouncing · last successful contact Jan 2026.
contact stale
⚠
CV #218 · Owens (selling)
Active lien · pending sale · estoppel needs special-cert handling.
estoppel · special
✗
MG B-7 · Reed
Property Appraiser shows 2024 deed transfer to "Reed Family Trust." AppFolio still shows individual. Trust certificate not on file.
name mismatch
✗
PT #408 · Hargrove
OFAC re-screen flagged a partial name match. Manual review required before any wire / refund disbursement.
OFAC review
✗
LK #2104 · Allen
Property Appraiser reflects 2025 quitclaim to ex-spouse. AppFolio retained both names. NOLA mail returned.
title change
✗
KL2 #406 · Whitfield
Probate match · Whitfield, S. d. 3/14/26. Successor executor not yet established. NOLA + records-request hold.
decedent · hold

Workflow automation

Nightly cross-check

AppFolio CSV ↔ Leon County Property Appraiser API ↔ Sunbiz ↔ FL DOH death index ↔ OFAC. Mismatches surface within 24h.

Title change capture

Recorded deed (transfer, refi, quitclaim) auto-detected within 1 business day. Triggers Unit Transfer workflow + AppFolio update + welcome / farewell sequence as applicable.

LLC beneficial-owner

Per declaration §6.7 (and FL §689.071), LLC owners must disclose beneficial individuals + designated voting member. Form auto-generated on LLC detection.

OFAC + sanctions

Quarterly sweep against OFAC SDN list. Auto-flag for any potential match. Manual review before any financial disbursement to flagged owner.

Decedent capture

Weekly FL DOH death index match. NOLA + records-request hold; AGF coordinates probate workflow with estate counsel. Welcome the heir, not the decedent.

Stale contact

Bounced email + 3 failed SMS + returned mail = stale flag. Re-contact path: certified mail to deed address, public records phone search, neighbor walk if absolutely necessary.

Replaces

The estoppel cert that names the decedent. The NOLA mailed to the ex-spouse who hasn't owned the unit since 2024. The wire disbursement that should have hit OFAC review. The LLC owner whose beneficial owner is unknown 6 years in.

Statutes & refs

§718.111(12) records · §718.116 lien (proper-party) · §689.071 trust disclosure · OFAC SDN list · FL DOH death index · Leon County Property Appraiser API · Ops Manual §IV.7 Owner Identity.