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Common Warm Weather Loss Recommendations and How to Handle Them

After a building inspection, insurance carriers often provide a list of loss recommendations. Loss recommendations are just that—recommendations to reduce the possibility of a loss or claim or reduce the severity of those that do occur. In the current insurance market, loss recommendations have really become more like requirements.

Each new season brings its own set of new challenges for boards and property managers. As the weather gets warmer, here are a few of the most common loss recommendations that we see during the spring and summer and how to handle them.

BBQ Grills

Section 307.5.3 of the New York City Fire Code requires that grills or barbecues be placed more than 10 feet away from anything that can easily catch fire. This includes building walls, deck surfaces, and furniture. Grilling is not permitted inside building units, on fire escapes, or on balconies.

If you have received this recommendation, send a memo to all residents and owners detailing the rules for grills on the premises. Management should then send a copy of the memo to the insurance carrier. If there is a specific balcony or area noted in the carrier recommendation letter, photos will need to be taken showing that the grill has been removed from the area in question.

Sidewalks/Walkways/Parking Lots

The number one most issued loss requirement by a carrier, especially during this time of year. Snow removal during the cold winter months can lead to cracks, chips, and gaps in concrete on your property. Be sure to check all sidewalks, walkways, and parking lots, and remember to keep an eye out for any uneven/lifting concrete near trees.

All of these issues will require full repairs to meet the carrier’s guidelines. A licensed and insured contractor will need to be hired to repair all defects in the concrete to a smooth finish. Once the work has been completed, photos will need to be taken and sent to the carrier for further review. The completed photos should be taken from the same angle that the inspector took their photos in the original loss recommendation letter. The carrier will need these photos to determine if compliance has been met and will not close their file until full compliance is accepted.

What if the concrete in question is the responsibility of the city or local township? Then a request must be sent to the city documenting the defects in the concrete. A copy of the request must be sent to the carrier so they can add it to their file. For New York City properties, the request can be sent directly to Otherwise, a request can be sent to the local township or the department that handles the preservation of walkways and roadways.

As we know, warm weather leads to more outdoor activity, so it’s best to get these repairs taken care of as soon as possible.

Window AC Units

All carriers have been cracking down on the installation of window air conditioner units. If the inspector notices a window unit has been installed without proper bracing and mounting, the carrier will require a qualified contractor to be hired to install support brackets for each AC window unit.

What if the AC unit is permanently installed and secured into the internal framing of the building? This is perfectly acceptable, but photos from the inside of the unit showing the AC unit secured to the frame will need to be sent to the carrier.

Boards and Property Managers should establish guidelines for safe air conditioner installation for residents. If you decide that only designated professionals can install air conditioners, make sure that your residents do not attempt installation on their own. This should help ensure that all units are set up properly and safely.


Community Associations see peaks of activity during the spring and summer. Taking care of these loss recommendations now will help prevent accidents and insurance claims, which will not only help keep your building and residents safe but also help with your insurance costs in the long run. If you have any questions, we’re here. Reach out to us anytime.


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