A Condo Board’s Insurance Guide to Inspections and Repairs
Organize the insurance questions that arise when an inspection identifies repairs, a renewal approaches, or a construction project changes the building’s risks.
Connect the Inspection File With the Insurance File
An inspection report often starts several conversations at once: what needs repair, how the work will be funded, and what information the insurer needs. Those conversations should be coordinated without treating them as the same question.
In her June 2026 Daily Business Review column about the continuing effects of Surfside, Madelyn Rodriguez discussed inspection findings, disclosure, and coverage during repairs. This guide offers a practical way for boards to organize those conversations with their managers, insurance professionals, engineers, and counsel.
Create One Reliable Record of the Findings
Collect the complete inspection report, any supporting engineering materials, and subsequent clarifications. Keep versions and dates clear. A short meeting summary can help the board track decisions, but it should not replace the underlying professional report.
Record which recommendations have been addressed, which remain open, and who is responsible for follow-up. When a report changes or additional information becomes available, preserve the earlier version and the explanation for the change.
Prepare for Application and Renewal Questions
Review the actual questions on an insurance application or renewal request. Bring relevant inspection findings and repair information to the association’s broker and counsel so responses can be assessed for accuracy and completeness. Do not assume that information known to one participant has reached the insurer.
Keep copies of submissions, attachments, and written responses. If a question is unclear, seek clarification instead of guessing. An association should not treat this guide as a substitute for advice about what must be disclosed in its circumstances.
Understand What Changes During Construction
A repair project can introduce risks that were not part of ordinary building operations. Before work begins, ask how the existing coverage responds during the proposed project and whether additional coverage should be considered.
Provide the broker with the actual scope, schedule, contracts, and expected occupancy arrangements. Questions about builders risk or course-of-construction coverage should be tied to that project. The existence of a contractor’s insurance does not, by itself, answer every question about the association’s own protection.
Keep Repair Duties and Coverage Questions Distinct
An engineer’s recommendation identifies a building issue. An insurance policy addresses particular risks under its own terms. A finding that work is necessary does not automatically establish that the cost is insured.
For example, a board may be evaluating a planned repair when a separate storm loss occurs. Keeping the pre-loss reports, project scope, photographs, and later damage documentation organized helps the professionals distinguish the issues. This example illustrates recordkeeping, not a conclusion about coverage.
Give Each Professional a Clear Question
- Engineer: What work is recommended, and what information supports that recommendation?
- Manager: Which documents, schedules, and communications are still missing?
- Broker or agent: What coverage questions arise from the findings or proposed work?
- Counsel: What legal issues need review concerning disclosures, policy terms, or a disputed claim?
Keep a written list of open questions and the person responsible for the next response. This helps prevent an unanswered insurance question from being mistaken for a completed review.
A Useful Board Meeting Checklist
Before the next meeting, assemble the inspection report, current policy and endorsements, renewal communications, proposed repair scope, project contracts, and a dated status summary. Identify any missing documents rather than filling gaps with assumptions.
After the meeting, record the decisions, who will follow up, and when the board expects an update. The purpose is a usable record of what the association knew and did, with supporting documents available when needed.
Related Reading
This article is provided for general informational purposes and does not constitute legal advice. Reading this article or contacting our office does not, by itself, create an attorney-client relationship. For questions about your specific circumstances, please contact Clausen Choquette PLLC.