This is a master checklist for Florida property managers covering every phase of hurricane season: pre-season preparation (January through May), storm approaching (72-96 hours out), storm imminent (24-48 hours), and post-storm response. Each item includes a brief explanation of why it matters -- because a checklist without context becomes something to check off rather than something to understand.

Phase 1: Pre-Season (January through May)

Pre-season preparation is where the outcome of a storm is largely determined. The decisions you make in January through May -- about insurance, reserves, vendors, and documentation -- are the foundation that your storm response runs on.

PHASE 1 -- PRE-SEASON CHECKLIST
Insurance review -- pull declarations page for every property
Confirms Coverage A (dwelling amount), hurricane deductible percentage, loss of rents sublimit, flood coverage status, and carrier. Many property managers are surprised by what their policy actually says when they read it carefully.
Wind mitigation inspection status -- verify current (5-year validity)
A current wind mitigation inspection reduces hurricane premium by 5-45% depending on construction features. Inspections expire after 5 years. If yours is expired or missing, schedule it before renewal.
Reserve fund verification -- confirm hurricane deductible is funded
Calculate Coverage A x deductible % = your out-of-pocket minimum. Add estimated gap costs (landscaping, code upgrades). Verify this amount is in reserve for each property before the season.
Vendor contract setup -- licensed roofer, GC, plumber, electrician, board-up service, tree service, water mitigation
Post-storm contractor capacity is finite. Priority access goes to existing relationship holders. Verify all licenses through FL DBPR (myfloridalicense.com).
Tenant lease review -- confirm renters insurance requirement and emergency contact clause
Your lease should require tenants to carry renters insurance and provide emergency contact information. Review and enforce before season.
Communication template preparation -- draft all 5 storm communication templates
Pre-season notice, storm watch notice, evacuation notice, post-storm check-in, and recovery update. Draft, review, and store before June 1.
Pre-storm property photos -- exterior and interior of every property
Before-storm photos are the single most valuable documentation asset in a claim. Photograph every exterior surface, every interior room, and appliances with serial numbers. Store in cloud backup.
Emergency contact list update -- insurer claims line, broker, vendors, county emergency management
Post-storm is not the time to search for phone numbers. Build and verify the list before the season. Save key numbers in your phone.

Phase 2: Storm Approaching (72-96 Hours Out)

When the National Hurricane Center issues a watch for your area, the storm is approximately 48 hours away. At 72-96 hours, a storm is approaching but the track may still shift. This is when you activate monitoring and verify readiness -- not when you begin preparation. Preparation should already be complete.

PHASE 2 -- STORM APPROACHING (72-96 HOURS)
Monitor NHC -- check nhc.noaa.gov every 6 hours
Track projected path and intensity. The cone of uncertainty narrows as the storm approaches. Do not act on social media speculation -- use official NHC forecasts only.
Send tenant watch notice (if Hurricane Watch issued)
72-hour preparation notice: preparation instructions, evacuation zone information, your emergency contact. By text and email. Log delivery date and time.
Confirm vendor contacts -- call primary contacts, verify availability
Confirm your pre-season vendors are available and aware a storm is approaching. Establish priority queue position before the storm hits.
Review evacuation zones -- confirm zone for each property against current forecast track
Evacuation zones are assigned by storm surge risk tied to storm category and track. Verify each property's zone against the current forecast before orders are issued.

Phase 3: Storm Imminent (24-48 Hours)

At 24-48 hours, a warning has likely been issued and evacuation orders may be active. This is final execution -- communication, final documentation, physical preparation, and personal safety.

PHASE 3 -- STORM IMMINENT (24-48 HOURS)
Send mandatory evacuation notice immediately when order issued
This is your most legally important communication. Send by text and email. Document delivery with timestamps. State explicitly that the tenant must leave.
Final property walkthrough and photos
Pre-storm condition photos taken 24-48 hours before landfall establish the exact pre-storm condition at the most recent point. These photos are powerful evidence in a scope dispute.
Secure property externally -- close shutters, store outdoor items
Unsecured outdoor items become projectiles in hurricane-force winds and can damage the property or neighboring properties, creating liability exposure.
Activate communication plan -- confirm all contacts have been reached
Confirm all tenants have received the evacuation notice. Note any tenants who have not responded. Your duty to warn is documented communication, not confirmed receipt -- but attempt delivery by multiple channels.

Phase 4: Post-Storm

The post-storm phase begins when the all-clear is issued. The first 48-72 hours after the all-clear are when insurance claim outcomes are largely determined -- by the speed and quality of documentation and the promptness of claim filing.

PHASE 4 -- POST-STORM CHECKLIST
Wait for official all-clear before entering properties
Downed power lines, structural instability, and contaminated floodwater are active dangers after a storm. Do not enter until local authorities clear the area.
Safety check before entry -- gas, power lines, structural stability
Check for gas smell before entering. Look for downed lines. Check visible structural elements (walls, roof, foundation) before committing weight to the interior.
Damage documentation -- photograph everything before any cleanup
Post-storm photos must capture damage before any debris is moved or repairs begin. The sequence of documentation before cleanup is critical. Do not clean up before you document.
File insurance claim within 24-48 hours of all-clear
Florida law requires claims within 1 year of the storm, but prompt filing is required by most policies and faster filing gets you earlier in the adjuster queue. Do not wait.
Emergency mitigation -- board-up, tarping within 24-48 hours
Florida's duty-to-mitigate requirement means failure to protect the property from additional damage can void coverage for that additional damage. Emergency mitigation is required, not optional.
Tenant post-storm check-in communication
Send the post-storm check-in template 24-48 hours after all-clear. Provide damage reporting instructions and contact information. Log communication date and delivery.
Adjuster coordination -- schedule adjuster visit, prepare documentation
Have your pre-storm and post-storm photos organized, your contractor estimates ready, and your own scope of damage prepared for the adjuster visit. Do not let the adjuster be the only party with a scope document.
THE CHECKLIST IS NOT THE PREPARATION -- THE PREPARATION IS THE PREPARATION

A checklist is only useful if the underlying items have actually been completed. Checking off "vendor contracts" requires having actually signed agreements with verified licensed contractors -- not just knowing you should. Checking off "reserve fund" requires having actually funded the reserve -- not just planning to. Run this checklist as a verification tool against completed work, not as a to-do list you expect to run in May.

RUN THIS CHECKLIST EVERY YEAR -- NOT JUST YOUR FIRST YEAR

Insurance policies change at renewal. Vendor relationships change. Tenants change. The reserve requirement changes as Coverage A increases. Properties change. This checklist is an annual exercise, not a one-time setup. Property managers who ran through this checklist thoroughly in their first year and then stopped checking it find themselves with stale vendor lists, unfunded reserves, and expired wind mitigation inspections three seasons later.

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The Bottom Line

This master checklist covers four phases of hurricane season: pre-season (insurance review, wind mitigation, reserve funding, vendor contracts, lease review, communication templates, pre-storm photos, emergency contacts), storm approaching (NHC monitoring, tenant watch notice, vendor confirmation, evacuation zone review), storm imminent (evacuation notice with timestamps, final photos, property securing, communication confirmation), and post-storm (all-clear before entry, safety check, damage documentation before cleanup, claim filing within 48 hours, emergency mitigation, tenant check-in, adjuster coordination). Each item matters because a gap in any phase creates either financial exposure or liability exposure. Run it annually. For related resources, see the insurance-focused hurricane checklist, the rental property hurricane checklist, and the month-by-month hurricane season timeline.