The worst time to write a hurricane communication is when a storm is 48 hours away. Under time pressure, property managers either send something vague that does not actually inform tenants, or they send something that creates liability by overpromising or omitting critical safety information. The right approach is to have all five core communications written, reviewed, and ready before June 1 -- so that when a storm is named and headed toward Florida, you are customizing and sending, not drafting from scratch.

Below are five ready-to-use templates covering every stage of hurricane season. Each includes a subject line, body text, and a note on the legal exposure it addresses. Customize the bracketed fields for each property before sending.

Template 1: Pre-Season Notice (Send in May)

When to send: May, before June 1. This is your annual notice that hurricane season is beginning, establishes your emergency contact, and outlines tenant responsibilities.

Legal exposure addressed: Creates a documented record that tenants were informed of their responsibilities before storm season. Supports your position if a tenant later claims they were not informed about evacuation procedures or their obligation to carry renters insurance.

TEMPLATE 1 -- PRE-SEASON NOTICE
Subject: Hurricane Season Notice -- [Property Address] -- Action Required Dear [Tenant Name], Hurricane season runs from June 1 through November 30. As your property manager, we want to make sure you are prepared before the season begins. YOUR RESPONSIBILITIES AS A TENANT: - Carry renters insurance. Your renters insurance covers your personal belongings -- the property insurance does not. If you do not have renters insurance, please obtain it before June 1. - Know your evacuation zone. Look up your address at [county evacuation zone lookup URL]. Know your zone before a storm is named. - Have a supply kit ready: 7 days of water (1 gallon per person per day), non-perishable food, medications, important documents, and flashlights. - Follow all mandatory evacuation orders. Do not shelter in place during a mandatory evacuation. OUR EMERGENCY CONTACT: If you have a maintenance emergency or need to reach us before, during, or after a storm, contact: [Property Manager Name] -- [Phone Number] -- [Email] Storm-related damage reports: [Damage Report Contact or Portal URL] We will send updates as any storm approaches. Please save this contact information. [Property Management Company Name] [Contact Information]

Template 2: Storm Watch Notice (Send 72 Hours Out)

When to send: When the National Hurricane Center issues a Hurricane Watch for your area, or when a named storm is projected to affect your property within 72 hours.

Legal exposure addressed: Documents that you provided preparation instructions at the appropriate lead time. Supports habitability and duty-to-warn position if a tenant suffers a preventable loss.

TEMPLATE 2 -- STORM WATCH NOTICE (72 HOURS OUT)
Subject: Hurricane Watch -- [Storm Name] -- Prepare Now -- [Property Address] Dear [Tenant Name], A Hurricane Watch has been issued for our area. Hurricane [Storm Name] is currently projected to affect [County/Region] within approximately 72 hours. Conditions can change -- follow the National Hurricane Center at nhc.noaa.gov for the latest track and intensity. WHAT TO DO NOW: 1. Check your evacuation zone at [county URL]. Know whether you are in Zone A, B, C, or D. 2. Stock supplies: water, food, medications, flashlights, and battery backup for phones. 3. Move outdoor furniture, planters, and other loose items inside or to a secure location. 4. Fill your car with gas -- stations will have long lines as the storm approaches. 5. Know where you will go if an evacuation is ordered. Identify a shelter or location outside the projected path. WE WILL UPDATE YOU: We will send another notice when the storm track becomes clearer or if an evacuation order is issued. Watch for communication from us in the next 24-48 hours. For now: prepare, do not wait. [Property Manager Name] [Contact Information]

Template 3: Evacuation Order Notice (Send 24 Hours Out)

When to send: Immediately when a mandatory evacuation order is issued for your property's zone, or no later than 24 hours before projected landfall.

Legal exposure addressed: This is the most legally important communication you will send. It documents that you informed tenants of a mandatory evacuation order. Failure to communicate a mandatory evacuation order -- and a resulting tenant injury -- creates serious liability exposure. Send this communication by both text and email, and note the timestamp of each.

TEMPLATE 3 -- MANDATORY EVACUATION NOTICE (24 HOURS OUT)
Subject: MANDATORY EVACUATION ORDER -- You Must Leave -- [Property Address] Dear [Tenant Name], A MANDATORY EVACUATION ORDER has been issued for [Evacuation Zone] in [County]. [Property Address] is in [Zone]. You are required to evacuate. DO NOT STAY IN THE PROPERTY. Mandatory evacuation orders are issued because local emergency management has determined the area is not safe for human habitation during the storm. Staying in a mandatory evacuation zone during a hurricane puts your life at risk. WHAT TO DO: 1. Leave now. Do not wait until the storm is imminent -- roads and shelters fill up quickly. 2. Take: medications, important documents (ID, insurance cards), phone charger, water, food, and clothing for several days. 3. Go to: a shelter outside the evacuation zone, a hotel outside the projected path, or a friend or family member's home in a safe area. 4. Florida shelter locations: [county emergency management URL] YOUR BELONGINGS: Your renters insurance covers personal property damage. Do not risk your life to protect belongings. Belongings can be replaced. Document valuables with photos before you leave if possible. We will contact you after the storm passes with information about the property status and when re-entry is safe. Please leave immediately. [Property Manager Name] [Contact Information]
KEEP DELIVERY RECORDS FOR THE EVACUATION NOTICE

For the evacuation notice specifically, keep a record of when you sent it, to which contact information (phone number and email address), and any delivery confirmation. If a tenant is injured during the storm and claims they were not informed of the evacuation order, your timestamped delivery record is your primary defense. Email systems with read receipts and SMS delivery confirmations are useful here. A simple log noting the date, time, and method of each communication also works.

Template 4: Post-Storm Check-In (Send 24-48 Hours After All-Clear)

When to send: 24-48 hours after the official all-clear is issued for your area. Do not send this before the all-clear -- you do not want tenants returning to unsafe conditions.

Legal exposure addressed: Establishes your damage reporting process, creates a documented channel for tenant damage reports, and begins the habitability assessment record.

TEMPLATE 4 -- POST-STORM CHECK-IN (24-48 HOURS AFTER ALL-CLEAR)
Subject: Post-Storm Update -- [Storm Name] -- [Property Address] Dear [Tenant Name], The storm has passed and the official all-clear has been issued for our area. We hope you and your family are safe. BEFORE YOU RETURN TO THE PROPERTY: - Do not enter the property until local authorities have cleared the area for re-entry. - Watch for downed power lines, debris, and standing water. Do not enter flooded areas. - If you smell gas upon arrival, do not enter the property. Call [gas company] and call us immediately. HOW TO REPORT DAMAGE: If you discover damage to the property (roof, windows, doors, appliances, interior), please report it immediately: - Contact: [Phone Number] or [Email] - Or submit through: [Portal URL if applicable] - Please take photos of any damage before moving or cleaning up anything. IMPORTANT: - Report all damage within 24 hours of discovery. - Do not begin repairs or hire contractors without our authorization -- all repairs require our approval. - If the property is not safe to occupy, contact us immediately. Do not stay in an unsafe unit. We are assessing all properties and will update you on repair timelines as information becomes available. [Property Manager Name] [Contact Information]

Template 5: Recovery Update (Send 1 Week After Storm)

When to send: Approximately one week after the storm, once you have initial insurance and repair information. Adjust timeline and specifics based on actual claim and repair status.

Legal exposure addressed: Addresses rental obligation questions, communicates repair timeline, and establishes the record of your communication about habitability and insurance status -- relevant to any tenant rent abatement or lease termination claims.

TEMPLATE 5 -- RECOVERY UPDATE (1 WEEK AFTER STORM)
Subject: [Storm Name] Recovery Update -- [Property Address] Dear [Tenant Name], It has been one week since Hurricane [Storm Name]. We want to update you on the status of [Property Address] and answer common questions about next steps. PROPERTY STATUS: [Choose one and customize:] - The property sustained [minor/moderate/significant] damage. Repairs are underway and we expect [timeline]. - The property is habitable and all essential systems are functioning. Minor repairs are scheduled for [date]. - The property has been determined to be temporarily uninhabitable due to [damage description]. We are coordinating with your insurance and ours on next steps. INSURANCE STATUS: An insurance claim has been filed. The adjuster is scheduled to visit on [date/week]. We will update you on the claim timeline as information becomes available. Insurance claims in Florida after a major hurricane typically take [timeframe] to resolve. YOUR RENTAL OBLIGATIONS: [Choose the appropriate language:] - If property IS habitable: Your lease obligations continue. Rent is due as normal on [date]. - If property IS NOT habitable: Consistent with Florida law, rent obligations are suspended for the period the unit is uninhabitable. We will notify you when the property is habitable and rent resumes. QUESTIONS: If you have questions not addressed here, please contact: [Property Manager Name] -- [Phone] -- [Email] Thank you for your patience during the recovery process. [Property Manager Name] [Contact Information]
CUSTOMIZE BEFORE EACH STORM -- DO NOT SEND GENERIC TEMPLATES

These templates are starting points. Before sending any of them, fill in all bracketed fields, verify the evacuation zone information for that specific storm, confirm the county emergency management URL is current, and review the template against actual conditions. A template sent with a wrong evacuation zone or a broken link is worse than no template -- it creates a false sense of security. The preparation is in having the draft ready; the due diligence is in customizing it accurately before each send.

Store your communication templates and send records in LossHQ

Keep all five templates on file, log every communication you send, and document the timestamps that protect you after a storm.

Start Free -- No Card Required ->

The Bottom Line

Five templates, written and stored before June 1, are the difference between a property manager who communicates clearly under pressure and one who improvises badly under stress. The pre-season notice establishes tenant responsibilities. The storm watch notice gives 72-hour preparation instructions. The evacuation notice -- the most legally important communication you will send -- documents that you told tenants to leave. The post-storm check-in opens the damage reporting channel. The recovery update addresses the rental obligation questions that follow every major storm. Keep delivery records for all of them, especially the evacuation notice. For related guidance, see the full hurricane communication plan for Florida property managers, tenant rights after hurricane damage, and what to tell tenants before hurricane season.