Property Manager's Emergency Restoration Checklist

When damage occurs at a managed property, the property manager is often the first responder. Having a clear checklist ensures critical steps aren't missed during a stressful situation.

Immediate Actions (First 30 Minutes)

Ensure occupant safety — evacuate if necessary. Call 911 if there's an active emergency. Shut off the water source for water damage or gas for fire situations. Contact your preferred restoration vendor. Notify the property owner. Document initial damage with photos and video.

First Hour Actions

Notify affected tenants of the situation and expected timeline. Arrange temporary relocation if units are uninhabitable. Secure the property to prevent unauthorized access. Begin documenting all actions taken and expenses incurred. Contact the property insurance carrier.

Communication Checklist

Notify the property owner with initial damage assessment and photos. Send written notice to affected tenants including cause of damage, expected restoration timeline, temporary accommodations if needed, and contact information for questions. Notify the insurance company with date and time of loss, cause of damage, initial scope assessment, and contact information for the restoration company.

Documentation Requirements

Maintain detailed records of date and time damage was discovered, how it was reported, actions taken and by whom, all communications with tenants, owners, and insurers, photos and video at each stage, all receipts and invoices, and the restoration company's reports and timeline.

Tenant Relations During Restoration

Provide realistic timelines — under-promising and over-delivering builds trust. Communicate proactively before tenants have to ask. Document any temporary relocations and associated costs. Address tenant concerns promptly and in writing. Know your obligations under California tenant protection laws.

Post-Restoration Follow-Up

Conduct a final walkthrough with the restoration company. Get tenant acknowledgment that restoration is complete. File all documentation for property records. Review and update your emergency preparedness plan. Schedule preventive maintenance to avoid recurrence.