Prepare Now to Prevent Expensive Claims Later
As summer fades and cooler weather approaches, commercial property owners must prepare for seasonal risks that can quickly turn into costly insurance claims. The fall season is the ideal time to inspect, repair, and document your property before freezing temperatures, storms, and high winds arrive. Proactive maintenance not only protects your buildings and tenants—it also strengthens your position if you need to file a property damage claim later.
At The Voss Law Firm, we’ve seen too many commercial property owners suffer major losses that could have been mitigated with proper fall preparation. The following checklist outlines the key steps every property manager should take to protect assets and minimize insurance complications.
1. Inspect and Repair Roofs Before Cold Weather Hits
Your roof is your first line of defense against fall storms and winter precipitation. Inspect all roofing materials, flashing, drains, and seams for wear, cracks, or soft spots. Clear debris and ensure gutters and downspouts are securely fastened and unobstructed. If you manage flat-roofed buildings—common in retail centers and industrial facilities—ensure proper drainage and inspect for pooling water or punctures. Document the roof’s condition with dated photos before repairs. This evidence can be critical in proving pre-loss conditions if a storm damages your property later in the season.
2. Clean Gutters, Drains, and Downspouts
Falling leaves and debris clog drainage systems, leading to overflow and water intrusion. Clean all gutters and downspouts at least once in early fall, and again before winter storms arrive. Check that water is directed away from the foundation. Improper drainage can cause flooding, mold growth, and structural issues—damages that may be excluded from insurance coverage if caused by lack of maintenance.
3. Test HVAC Systems and Insulate Exposed Components
A malfunctioning heating system can quickly lead to frozen pipes, tenant complaints, and unexpected downtime. Schedule professional servicing to ensure heating systems are running efficiently and safely. Replace filters, check thermostats, and inspect insulation on exposed piping.
If you manage a large property, ensure building automation systems are calibrated to maintain consistent interior temperatures across all zones.4. Seal Windows, Doors, and Exterior Openings Small cracks and gaps around windows or doors can let in moisture and cold air, increasing energy costs and the risk of interior water damage. Caulk and weather-strip all openings, inspect seals on loading docks and roll-up doors, and repair any compromised areas.
5. Check Emergency Systems and Lighting
Fall and winter storms often bring power outages and hazardous conditions. Verify that emergency lighting, backup generators, and fire suppression systems are functional. Update your emergency response plan and vendor list to ensure quick response to roof leaks, burst pipes, or utility failures.
6. Review Property Documentation and Insurance Policies
Documentation is a critical but often overlooked aspect of maintenance. Before winter, conduct a walk-through and photograph key areas of your property—roofs, mechanical rooms, exterior walls, and landscaping. Store these records securely along with your insurance policy, inspection reports, and vendor service logs. Use this opportunity to review your insurance coverage limits and exclusions. Many policies exclude damage caused by neglect or “wear and tear, ” so clear records of preventive maintenance can strengthen your claim position.
7. Conduct a Pre-Storm Season Risk Assessment
Identify vulnerabilities specific to your property type and location. For example:
● Coastal regions should prepare for late-season hurricanes.
● Northern properties face snow load and freeze risks.
● Urban sites may experience flooding from blocked storm drains.
Engage a qualified property engineer or risk consultant to evaluate your exposure and recommend mitigation steps.
8. Train Staff and Tenants on Winter Preparedness
Property managers should communicate with tenants and maintenance teams about seasonal safety measures. Provide information on reporting leaks, recognizing warning signs of frozen pipes, and maintaining safe access during icy conditions.
9. Partner with Trusted Restoration and Legal ProfessionalsEstablish relationships with reputable contractors and restoration companies before an
emergency occurs. In addition, know who to call if your insurer delays, denies, or underpays your property claim. The Voss Law Firm has extensive experience representing commercial property owners nationwide in disputes involving storm, freeze, and water damage claims.
A Strong Fall Plan Protects You Year-Round
Proactive maintenance and documentation now can save your organization from major financial loss later. If your commercial property suffers storm or freeze damage this season, contact The Voss Law Firm for a free consultation. Our team ensures your claim is fully documented, properly valued, and aggressively pursued so your business can recover faster.
