Post-Hurricane Damage Claims: Working with Your Management Partner
After a hurricane hits, the damage is often visible—flooded streets, downed trees, and roof leaks. But for HOA and condo boards across Pasco County, the real challenge comes after the storm: navigating insurance claims, coordinating vendors, and communicating with residents.
That’s where a strong relationship with your association management partner becomes essential. If your community has recently experienced storm damage, here’s how to work effectively with your management company to get your claim handled quickly and correctly.
Step 1: Document the Damage Immediately
Time is critical after a hurricane. Your management company should help the board:
- Take detailed photos and videos of all affected areas
- Identify damage to common areas, roofing, fencing, pools, and landscaping
- Create an inventory of damaged items or assets
- Coordinate unit owner reports (especially in condos)
Proper documentation lays the groundwork for a successful insurance claim.
Step 2: Review Your Insurance Policy
Your CAM or management team should have immediate access to:
- The association’s property and casualty policy
- Flood insurance details (if applicable)
- Deductibles and coverage limits
- Contact information for your insurance representative
They can assist in determining whether a claim should be filed and what documentation is required to avoid delays or denials.
Step 3: File the Claim Promptly
Your management partner should take the lead in:
- Contacting the insurance carrier
- Submitting required documentation
- Scheduling inspections with adjusters
- Communicating with the board about next steps
Delays in filing can jeopardize your ability to recover full compensation, especially in high-volume disaster areas like Pasco County.
Step 4: Coordinate Emergency Repairs and Mitigation
While the insurance process is underway, your management company should:
- Engage vendors for temporary repairs (tarping, debris removal, water mitigation)
- Monitor work completion and billing
- Maintain records of all repair-related costs
- Ensure proper communication with residents about timelines and access issues
Quick mitigation efforts help prevent further damage and show the insurer that the association acted responsibly.
Step 5: Track Progress and Keep the Board Informed
The claims process can take weeks or even months. Your CAM should:
- Maintain a centralized record of communications, estimates, and inspections
- Provide regular updates to the board
- Coordinate meetings with insurance adjusters, attorneys, or public adjusters (if necessary)
- Assist with any supplemental claims or follow-up documentation
Transparency and consistent communication are essential for managing board expectations and maintaining a well-organized process.
Step 6: Communicate Clearly with Residents
Residents want to know:
- What was damaged
- What is being done about it
- How long will repairs take
- Who to contact with questions
A good management partner will help you draft resident notices, update community portals, and coordinate logistics like amenity closures or parking changes.
Why Your Management Partner Matters
In the aftermath of a hurricane, your board doesn’t have time to chase down paperwork, vet contractors, or decipher policy language. That’s what your management team is there for.
A qualified HOA management partner brings:
- Experience with post-storm claims and vendor coordination
- Relationships with local adjusters and emergency contractors
- Knowledge of Florida HOA statutes and insurance laws
- Administrative support to document and track every step
Be Prepared Before the Next Storm
Post-hurricane claims are smoother when your association has:
- A strong relationship with its management partner
- Up-to-date insurance documentation
- A pre-approved emergency vendor list
- A board that knows its role and responsibilities
If your community struggled with its last storm response—or if you’re facing a claim right now—it’s not too late to get help.
Let’s talk about how our management team can support your association through recovery, repair, and beyond.
With over 30 years in community association management across the U.S., Annette Byrd brings executive leadership, legislative advocacy, and a passion for serving HOA and condo boards with integrity and expertise. She is the visionary behind CopperDoor’s commitment to exceptional service and practical guidance for communities.