Before storm season
- [ ] Current building and roof-area list
- [ ] Dated overview photographs from repeatable viewpoints
- [ ] Recent inspection and maintenance records
- [ ] Roof, siding, window, and exterior warranties
- [ ] Contractor, manager, insurer, and emergency contacts
- [ ] Board authority and emergency-spending process
- [ ] Known leaks, repairs, exclusions, and monitor locations
Immediately after an event
- [ ] Protect occupants and avoid unsafe roof access
- [ ] Record event date and time from reliable sources
- [ ] Photograph visible conditions from safe locations
- [ ] Document emergency measures before and after work
- [ ] Preserve resident reports in one finding log
- [ ] Review policy reporting instructions and notify the carrier as required
During professional inspection
- [ ] Confirm property areas and limitations
- [ ] Require findings tied to locations
- [ ] Separate observations from cause or coverage conclusions
- [ ] Pair thermal and visible images where thermal screening is used
- [ ] Identify safety items, investigation needs, repairs, and monitor items
- [ ] Request a written scope and stated assumptions
Insurance boundary: documentation can support a clear review, but no contractor can guarantee coverage, causation findings, claim approval, timing, or payment. The association should follow its policy and consult qualified insurance or legal professionals when needed.
Before authorizing permanent work
- [ ] Preserve original photographs and reports
- [ ] Define one repair scope for bidders
- [ ] Verify licensing, insurance, references, and warranty path
- [ ] Record clarifications, selections, and board approval
- [ ] Attach completed work and final photos to the original findings
Create the before-storm record
A property condition baseline gives the board a dated reference for maintenance and future comparison.
See the Property Baseline Program