What should we do first after a nonrenewal?
- Read the actual notice. Record the insurer, policy number, reason given, and effective date and time. A cancellation, nonrenewal, request for repairs, and a higher-priced renewal are different situations. Keep the envelope and related correspondence.
- Assign one board or CAM contact. Give that person access to the current policy and authority to coordinate information. Record who can approve coverage and sign the application.
- Start the insurance conversation. Send the property address, deadline, notice if available, and best contact. Tell us about pending repairs, open claims, or lender deadlines early.
- Track the next decision. For each item, list who owns it and when it is needed: inspection report, loss run, valuation, repair evidence, lender review, or board approval.
Do not assume that disputing a notice, requesting a quote, or paying for an inspection extends coverage. Ask the current insurer or authorized representative to confirm any change in writing. For a dispute about notice requirements or rights, obtain advice for the actual policy and circumstances; this checklist does not prescribe a universal Florida notice period.
Which records help insurers review the building?
The reason for nonrenewal helps set the order. An unresolved roof issue calls for different follow-up than a changed insurer appetite. Separate confirmed facts from items awaiting an engineer, contractor, manager, or insurer.
- Current declarations, forms and endorsements, renewal/nonrenewal correspondence, and the complete building schedule.
- Replacement-cost appraisal or update, construction details, building and unit counts, roof records, and protection features.
- Currently valued loss runs and the status of open claims, repairs, and recommendations.
- Inspection reports and repair documentation that apply to the building; include completion evidence rather than only a planned repair.
- Existing wind, flood, liability, D&O, and crime/fidelity policies, plus any written lender conditions.
Use our master-policy document checklist as a working file. Missing records should be identified and assigned, not treated as a reason to postpone the first contact.
A practical calendar for the next renewal
These are planning targets, not statutory deadlines, carrier promises, or a guarantee that a market will quote. An urgent or complex account may need a different schedule.
About 120–90 days before expiration
Confirm the renewal date, decision-makers, property schedule, valuation date, and upcoming board meetings. Identify missing records and completed or planned building work.
About 90–60 days before expiration
Coordinate underwriting information with the agent. Track loss runs, inspection and repair evidence, insurer questions, and any lender review.
About 60–30 days before expiration
Compare available proposals by covered buildings, limits, deductibles, forms, total cost, and outstanding conditions. Ask what is still preliminary.
Before the current coverage ends
Complete required decisions, signatures, payment arrangements, and binding conditions. Obtain written confirmation of the replacement coverage and effective date; a proposal alone is not a binder.
After placement
Review issued documents against the agreed terms. Store policies, contacts, open requirements, and next year's milestones where the next board or manager can find them.
What if the renewal is already close?
Tell us the deadline immediately and begin with what is known. We can review available options, but eligibility, inspection requirements, pricing, and binding authority remain specific to the market and property. We do not promise same-day replacement coverage or that every nonrenewed building will qualify.
Before the board compares premium, use the coverage-limits guide to distinguish scheduled values from the amount available for a loss. Record unresolved questions in the comparison worksheet rather than treating incomplete proposals as equivalent.
Official consumer help
The Florida Department of Financial Services consumer guidance provides insurer-verification and assistance routes. For the association's legal obligations, review Florida Statute 718.111 with association counsel. The calendar above is our practical organizational framework.