Most Florida tenants are underprepared for hurricane season — not because they don't care, but because no one walked them through it. For property managers, the pre-season tenant communication is not just a courtesy: it reduces damage to the property, documents your due diligence, and prevents the post-storm misunderstandings that come from tenants who didn't know what their renters insurance does and doesn't cover.
This guide covers every topic your pre-season tenant communication should address, plus a template letter ready to customize and send.
Renters Insurance: The Biggest Misunderstanding
The single most expensive misunderstanding after a Florida hurricane is a tenant who believed their belongings were covered by the landlord's policy. They are not. The landlord's dwelling policy covers the building — walls, roof, structure. The tenant's personal belongings — clothing, furniture, electronics, jewelry — are covered only by the tenant's own renters insurance (HO-4).
In your pre-season communication, explain this clearly: "Your belongings are not covered by this property's insurance policy. Renters insurance covers your personal property, your temporary living expenses if the unit becomes uninhabitable, and your personal liability. A standard renters insurance policy costs $15–$25/month in Florida."
Also communicate what renters insurance typically does not cover: flood damage (requires a separate flood policy) and vehicle damage (covered by auto insurance). Tenants who understand their coverage before a storm make better decisions about evacuation and protection.
Evacuation Zones
Every Florida tenant should know their evacuation zone before hurricane season opens. Provide them with the specific URL for their county's evacuation zone lookup — not a generic instruction. Make it one click, not a research project.
If a property is in Zone A or Zone B, communicate that directly. These tenants face the highest evacuation risk and should be making their evacuation plan now, not when a storm is 24 hours out. Tenants who learn they are in Zone A for the first time during an active storm warning have no time to make good decisions.
Hurricane Supply Checklist
Include a basic supply checklist in the pre-season communication. At minimum: three days of water (one gallon per person per day), non-perishable food for three days, prescription medications and copies of prescriptions, important documents (ID, insurance cards, lease), phone chargers and backup battery, flashlights and batteries, cash (ATMs may be offline), and a first aid kit.
For tenants with pets, add: carrier or crate, food and water for the animal, vaccination records, and identification tags updated with a current phone number.
Utility Shutoffs
Tenants should know the location of the main water shutoff, the electrical panel (and how to use it safely), and — for units with gas appliances — the gas shutoff location. Most tenants have never been shown where these are. A tenant who shuts off utilities before evacuating reduces flood damage, fire risk, and gas leak exposure. Walk through this in the pre-season communication and offer to show new tenants in person.
What to Do If They Can't Evacuate
Some tenants — elderly, disabled, without transportation, or with medical needs — may not be able to evacuate on their own. Every Florida county operates a Special Needs Shelter program for residents who need assistance evacuating. Tenants should pre-register if they have mobility, medical, or transportation limitations. Include the county special needs registry URL in your pre-season communication. For tenants who choose to shelter in place, communicate which areas of the building offer the best protection (interior rooms away from windows, lowest floor above flood risk).
How to Report Damage
Tell tenants exactly how to report damage after a storm: your specific phone number, whether text or email is acceptable, the expected response timeframe, and what to do if there is immediate danger (structural instability, gas odor, flooding). Instruct them not to attempt repairs themselves and not to discard any damaged items before documentation is complete. A tenant who throws away the ruined carpet before photos are taken has eliminated evidence that supports the landlord's insurance claim.
Shutter and Window Protection
If the property has hurricane shutters, explain who is responsible for deploying them — landlord, tenant, or building staff — and when they should be deployed (typically when a storm watch is issued for the area, not when a warning is issued). Show tenants how to operate accordion or roll-down shutters before the season. A shutter that hasn't been tested in two years may stick, corrode, or require maintenance that needs to be addressed before storm season, not during a storm watch.
The pre-season tenant communication documents your due diligence. If a tenant later claims they didn't know their belongings weren't covered, or didn't know how to report damage, or weren't told about their evacuation zone — a sent email with read confirmation closes that argument. Send it, save the confirmation, and file it with the property documentation.
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LossHQ keeps your property contacts, documentation, and communication history organized so you're ready when storm season demands it.
Start Free — No Card Required →The Bottom Line
A 10-minute pre-season communication to tenants prevents weeks of post-storm conflict. Tenants who understand what renters insurance does and doesn't cover, know their evacuation zone, and have clear damage reporting instructions make better decisions during and after a storm — reducing both damage and disputes. Send the letter. Save the confirmation. For the full storm communication toolkit, see the storm communication templates guide.