Whenever I issue a payoff, I encrypt and password protect the payoff and wiring instructions document, then call the attorney with the password. 

Not that location *necessarily* matters, but would it help to take some online real estate inspection courses for Florida (if they exist) to make sure I know what to look for when making purchases down there?

Document all the times you think you conversed with the contractor.

However, if you were to draft loan documents with a payment plan and interest, this would in fact be considered a loan.

One of the costs we hadn’t considered was the cost for notarizing all the documents- it came in at just over $300, which isn’t a ton- but more than I’d like to spend each time, especially as we scale.

I collect old documents.

ok i was just wondering as a first time home buyer would this be a big mistake going online and using websites like Trulia zillow etc to look for my house and just contact that listing agent and set up a meeting to look at the house and if i like just buy it at the listing price? 

Once you are familiar with what banks typically ask for, I'd recommend making a folder of all the needed documents.

Looking around online it seems other condos in the area are renting for $1300-$1400 a month.

I would go to the meeting and document the actions you took and ask for the fines to be waived this time.