How to Create a Flood Preparedness Plan for Your Rental Property

Flood preparedness is a necessity in coastal cities like Miami. Hurricane season brings yearly flood risks, and rising sea levels make storm surges more frightening. Property managers need a proactive plan to protect residents and properties from potentially disastrous weather events. 

Understand Why Flood Preparedness Matters More in Florida

Florida’s low elevation, extensive coastline and frequent tropical storms make it a flood risk. Its peak flooding season coincides with hurricane season, which runs for a six-month-long stretch from the beginning of June to the end of November. The state sits at a very high risk of exposure to hurricanes and ranks among the top 10 most flooded cities nationwide. 

Water damage is costly and one of the top reasons for home insurance claims. However, as a property manager, you have more than your building to protect. You must also consider your tenants’ safety, insurance coverage and financial losses. A solid flood preparedness plan protects your investment from vulnerabilities and builds trust with your residents. 

Research What You’re Up Against

Before building your plan, you must comprehend how extensive flood damage can be in your area. FEMA’s flood zone maps show your property’s current risk classification. Aside from that, you should also access historical data. Landlords are more equipped to respond to future flooding if they know about past flood events. 

You are also responsible for inspecting your property’s vulnerabilities. This includes ground-level utility rooms, unsealed entry points and underground basements where water can easily enter. Remember to evaluate third-party vulnerabilities. During floods, you may experience power outages from utility providers or digital payment disruptions.

Consider what your residents need, too. Flooding can especially impact the 13.9% of Florida’s workforce who work from home. 

Develop a Flood Preparedness Plan

Once you’ve assessed the risks, it’s time to map your game plan. Your flood preparedness plan should be detailed but flexible, covering the physical property, tenant communication and staff readiness. Include the following for a comprehensive plan. 

1. Emergency Communication Protocols

Communication may break down during a hurricane. Maintain an updated contact list for tenants, staff and vendors. Digital communication tools like email, SMS or property management apps can reach residents quickly but may not always be available without cell coverage or Wi-Fi. It’s best to plan for redundancy and have a backup method if the power goes out.

2. Physical Property Safeguards

You’re responsible for proactively safeguarding your property, not just handling post-flood repairs. FEMA suggests implementing several cost-effective behaviors:

• Clear gutters and drains regularly.

• Elevate HVAC systems and power panels.

• Use flood-resistant materials and seal exterior gaps with fire-resistant caulk.

• Install flood vents and sump pumps where applicable.

• Build barriers or landscapes to redirect water flow away from the property.

3. Digital Operations Backup

In the event of a flood, physical files may get damaged. Go paperless where possible to lessen potential consequences. Cloud-based systems for rent collection and maintenance requests can mean fewer disruptions in the future.

4. Tenant Preparedness and Education

Distribute flood safety checklists to tenants with tips like:

• Store valuables above ground level.

• Know where the building’s emergency exits are.

• Keep renters’ insurance updated.

Encourage them to register for local emergency alerts and sign up for your property’s emergency notification system.

Acquire Insurance Coverage 

Properties in special flood hazard zones are required to have flood insurance. Because Florida is an expected path for tropical storms and hurricanes, it’s good practice to have commercial property and flood insurance. The average payout for flood claims is $52,000 when reported to the National Flood Insurance Program.

Make sure policies are up to date and review the fine print. What is covered? What’s deductible? How long is the waiting period? Encourage renters to have individual renters’ insurance to protect both parties from potential liability issues. 

Master Training, Drills and Simulations

Flood plans only work if people know how to use them. Tabletop exercises are one of the best ways to test emergency preparedness. These drills bring together staff, residents and vendors to discuss their duties and role-play different scenarios, including what to do with a flooded garage or a power outage during a storm. 

Practice helps your team build muscle memory so everyone knows what to do without panicking should rain start to fall.

Keep Up With Maintenance and Regular Testing

Your flood preparedness plan isn’t a set-it-and-forget-it situation. Schedule a quarterly review to:

• Test emergency communication tools.

• Re-inspect property upgrades and maintenance.

• Update contact lists and vendor info.

• Revisit insurance coverage, especially after any claims.

Ensure tenants receive updated flood resources at the start of hurricane season and remind them about preparedness strategies.

Get Ahead of Floods With a Preparedness Plan

Flood risk is a reality in Florida, but it doesn’t have to lead to disaster. You can protect your buildings, tenants and reputation with the right research, safeguards and communication strategies.

Evelyn Long is a writer that specializes in housing market trends. She is also the founder of Renovated Magazine, where she writes essential resources for renters and homeowners. She has contributed to several other sites like the National Association of Realtors and Realty Executives.