The short answer
Start with a Walkthrough
The manager begins by walking through the affected space, whether it is a common hallway, a shared wall, or an individual unit. They note where water entered, how far it spread, and what materials got wet, such as drywall, carpet, or wood. This initial survey sets the baseline for the entire record.
During the walkthrough, the manager also checks for safety hazards, like slippery floors or exposed electrical outlets. They document any immediate risks so the HOA can address them quickly. You might be asked to point out areas you noticed, which helps make the record more complete.
- Take photos of every wet area from multiple angles
- Record the date and time of the damage
- Note the source, like a plumbing leak or storm
- List all affected materials and surfaces
- Capture any visible mold or staining
- Describe the extent of water spread
Photograph Everything
Photos are the backbone of damage documentation. The manager takes clear, well-lit pictures of each affected spot, including close-ups of water lines and wider shots that show the room layout. They also photograph any personal belongings that got wet, if you give permission, to support your own records.
For a thorough record, the manager may use a measuring tape or a ruler in some photos to show scale. They also capture serial numbers or model numbers of damaged appliances or fixtures. These details help the HOA understand the full scope and make repair decisions.
Log the Cause and Timeline
Knowing why the damage happened matters. The manager records the likely cause, such as a burst pipe, a roof leak, or a storm flood. They also note the sequence of events, like when you first noticed the water and when the drying process began. This timeline helps clarify responsibility and next steps.
If the damage came from a sudden event, like a thunderstorm, the manager may note that in the log. In a humid subtropical climate, spring hail and thunderstorms can cause sudden water intrusion, so documenting the weather conditions at the time can be useful for your claim.
Track Temporary Fixes
While waiting for permanent repairs, the manager documents any temporary measures taken. That includes placing buckets under leaks, setting up fans to dry wet areas, or shutting off the water supply. Each action gets a note with the date and who did it, so everyone knows what has been done so far.
This log also covers any materials brought in, like drying equipment or dehumidifiers. The manager keeps a list of what was used and where. This helps the HOA track costs and shows that steps were taken to limit further damage, which can be relevant for your insurance claim.
Compile the Report
After gathering all the information, the manager puts together a formal report. This document includes the walkthrough notes, photos, cause and timeline, and a list of temporary fixes. The report is shared with the HOA board and may be given to you for your records.
You can ask the manager for a copy of the report. Keep it with your own photos and notes. If you file an insurance claim, this documentation can help you describe what happened. Policies vary, and your insurer decides what is covered.
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Call Now (817) 799-6732Frequently asked questions
What should I do if the manager misses an area?
Point out the missed spot right away and ask them to add it to the record. Take your own photos as backup. You can also write down what you saw and share it with the HOA board. A complete record helps everyone understand the full damage.
How long does the HOA keep damage records?
Records are usually kept for several years, often as long as the HOA exists. This helps with future insurance claims or if a dispute arises. You can ask your HOA manager for a copy for your own files. Keep it in a safe place.
Can I document damage myself?
Yes, taking your own photos and notes is a good idea. Capture the date, time, and extent of the damage. Your personal record can supplement the manager's report. It also helps if you need to describe the damage to your insurance company.