Landlord's
Recovery Journey

Once emergency conditions have stabilized, check on the well-being of your tenants. Swift communication demonstrates care, builds trust, and helps you assess the status of your property and identify those who may need urgent support.

Steps to Take

1. Initiate Contact Immediately After the Disaster Area Is Safe
As soon as it’s safe and local authorities give clearance to return or access the area, begin reaching out to tenants individually. Start with those who are elderly, have known disabilities, or live in the most severely impacted units.

2. Use Multiple Communication Channels
Power, internet, or cell service may be down or intermittent. Use multiple communication methods to increase the chances of reaching tenants:

• Phone calls (voice or voicemail)

• Text messages

• Emails

• Door-to-door wellness checks (only if safe and appropriate)

• Social media or property communication/property management apps

If a tenant doesn't respond, leave a written note with your name, contact information, and instructions on how to check in or request assistance.

3. Ask the Right Questions:
When speaking with tenants, ask:

• Are you safe? Do you or your family need emergency medical attention?

• Were you at the property during the disaster?

• Have you been displaced or are you staying elsewhere?

• Do you need shelter, supplies, or temporary housing?

• Did your unit experience visible damage (e.g., flooding, smoke, structural issues)?

• Is there anything urgent that needs immediate attention?

If a tenant expresses urgent needs, offer to connect them with available emergency resources such as local shelters, disaster hotlines, or community aid programs. Having a list of local services on hand will help you respond quickly and effectively.

Record all responses carefully and follow up as needed.

4. Maintain an Emergency Contact List Year-Round:
If you haven’t already, create and maintain an updated contact list with phone numbers, email addresses, emergency contacts, and any known special needs for each tenant. This should be part of your emergency preparedness and business continuity plan.

5. Coordinate with Emergency Services if Needed:
If you are unable to locate a tenant and are concerned about their safety, contact local emergency responders or the Red Cross to request a wellness check.

Best Practices:

• Be Present and Visible: If it’s safe, being on-site to meet tenants face-to-face reassures them and helps you assess physical damage firsthand.

• Create a Standardized Check-In Template: Keep a reusable list of questions and a checklist to document calls and responses consistently across all units.

• Keep Communication Logs: Record the time, date, method of contact, and a brief summary of each conversation or attempt. This documentation protects you from liability and ensures no one is overlooked.

• Stay Calm and Supportive: Tenants may be overwhelmed or emotional. Approach each interaction with empathy, patience, and clarity.

• Prepare Multilingual Materials: If you serve a diverse tenant population, make sure emergency instructions and updates are available in the languages most commonly spoken in your community.

Checking in early, thoroughly, and compassionately can make a lasting difference in how tenants experience recovery and in your ability to respond effectively to their needs.

Resources
View Immediate Assistance Resources

Once you’ve checked on your tenants’ well-being, the next step is making sure they have access to accurate and actionable information to help them navigate the days ahead. Many tenants may not know where to find support—or may assume it's unavailable to renters—so proactive communication is key.

Focus on providing information that helps tenants understand what to do next and where to go for help, such as:

• Where to Get Help: Share verified sources for assistance including the location and hours of local shelters, disaster recovery centers, or tenant-focused support agencies. Emphasize that help is available regardless of income or housing type. You can direct renters to the Renter’s Recovery Journey portion of this Disaster Recovery Navigation Tool as a resource.

• How to Report Unit-Specific Needs: Explain how tenants should notify you of damage to their unit or make emergency repair requests. Include your preferred method of communication (e.g., phone, email, online form) and emergency contact numbers for your team or property management company. Consider ways to get information in writing so you have a clear record of reported impacts. 

• Clear Evacuation or Reentry Guidance: If any part of your property was affected by an evacuation order or road closures, share information on where to get official communications from official public safety and government channels and provide any up-to-date reentry instructions specific to the property you own. Let tenants know if your property is partially or fully inaccessible and when updates will be provided.

• What to Expect Next: If utility restoration, inspections, or emergency repairs are underway, share timelines and what tenants should prepare for (e.g., outages, noise, limited access to common areas).

Distribute all information in writing and across multiple channels to increase visibility and accessibility. This may include:

• Posting printed notices in common areas

• Emailing or texting tenants

• Updating your property’s online portal or communication app

Best Practice: Create a reusable “Tenant Emergency Resource Sheet” that can be customized for any disaster. Include your contact info, a place to write local shelter locations, and a QR code linking to local emergency updates or multilingual resources. Keep copies on file for fast distribution.

Resources
View Immediate Assistance Resources

Thorough documentation is one of the most important steps landlords can take during disaster recovery. Keeping accurate records of every interaction with tenants ensures clear communication, helps prevent misunderstandings, and provides legal protection if issues arise later.

Well-maintained records can also support insurance claims, demonstrate compliance with safety regulations, and provide continuity if property management duties change hands.

What to Track:

• Date and Time of Contact: Record the exact time and date of each interaction, especially if you are tracking response windows or follow-up needs.

• Method of Communication: Note whether the contact was made by phone, text, email, in-person visit, or through a digital portal. This helps clarify the formality and immediacy of the exchange.

• Tenant Concerns or Requests: Summarize what the tenant shared—such as physical damage to their unit, safety concerns, displacement, or utility outages.

• Your Response or Actions Taken: Detail what support, repairs, or guidance you provided. If you referred the tenant to emergency resources, include which ones. If you scheduled a repair or inspection, list the timeline and contractor(s) involved.

• Supporting Documentation: Attach or reference any related files, such as photos of reported damage, screenshots of messages, copies of notices posted, or receipts for emergency purchases.

Best Practices:

• Use a Centralized Communication Log: Whether it’s a spreadsheet, customer relationship management (CRM) system, property management software, or other tool, use a consistent format to log interactions. Include filters for urgent issues or unresolved requests.

• Secure Your Records: Store copies digitally, and back them up regularly to a secure cloud location or encrypted external drive. This protects records if your primary system becomes inaccessible or damaged. Ensure your backup system has appropriate security for the type of information it contains, including encryption if appropriate. 

• Train Your Team: If you have property managers, front-desk staff, or maintenance crews who interact with tenants, ensure they follow the same documentation procedures. Consistency is key.

• Maintain a Paper Trail: When possible, follow up on verbal conversations with written confirmation especially for anything involving timelines, repair agreements, or safety notices.

In the aftermath of a disaster, confusion and stress levels run high. Misunderstandings can easily occur, and expectations may shift quickly. By documenting interactions clearly and consistently, landlords can demonstrate good faith, professionalism, and due diligence—protecting both tenants and your property long-term.

Information about safety, cleanup, road access, weather, and community services can change daily. Signing up for emergency communications ensures you get these updates as soon as they’re available.

Emergency communications to sign up for or follow:

• Local emergency alerts through your county or city government websites

• Wireless Emergency Alerts (WEA) on your mobile phone—these are often automatic, but check your phone settings to be sure

• Text or email notifications from FEMA, the American Red Cross, or your local emergency management office

• Radio updates or alerts from local TV and news stations, especially if power or internet is down

• Social media from your local emergency emergency management office and local government (via Facebook, Instagram, X, etc. based on what your community uses) 

• Bookmark emergency and disaster recovery websites specific to the disaster you experienced. These may include dedicated pages managed by your city or county and/or its emergency management office, the Colorado Department of Homeland Security and Emergency Management (DHSEM), and 2-1-1. 

If you’re in temporary housing, update your current location when signing up so you receive alerts for the area where you’re staying. Encourage everyone in your household (including children, older adults, and people with disabilities) to know where to get information and what to do in an emergency.

Keep a battery-powered or hand-crank radio on hand to receive emergency broadcasts if the power goes out.

Resources
View Emergency Alerts Resources

Shortly after a disaster, local governments and municipalities may open a Disaster Assistance Center (DAC), depending on the specifics of the disaster and the needs following it. Check your County Emergency Website for potential resources including DAC locations and times. Your community may also set up a ‘virtual DAC’ if a physical location is not feasible or needed.

DACs may serve as a central location to help households access housing support, food, insurance guidance, mental health care, and business recovery resources.  

While it may take a few days for a DAC to open, checking for updates and visiting once it's available can ensure you stay informed, connected, and able to access the help you need.

Resources
View open DACs

Once you and your tenant's immediate needs are met, reach out to your insurance providers—even if you’re still assessing the full extent of the damage to your rental property. Early contact helps you understand your policy, meet key deadlines, and potentially access immediate assistance such as advance repair payments or temporary housing stipends for displaced tenants. Before submitting a claim, verify that you have the appropriate coverage for the type of loss.

Best Practices

• Reach out for all relevant policies: This may include property, flood, and liability insurance.

• Use multiple channels: Call the claims hotline and follow up through the insurer’s website or app to create a written record.

• Track communication: Log the date, time, and details of each call or email. Note who you spoke with and any claim or reference numbers.

• Ask about early assistance: Some policies may offer immediate support for repairs, tenant relocation, or rental income interruption—ask how to access these benefits.

• Start the claim even if details are pending: Submitting a claim early shows good faith and helps ensure you don’t miss deadlines. Do not delay filing a claim to try to maximize government assistance. Government assistance can not duplicate or provide assistance that your insurance policy is supposed to cover, so delaying filing with insurance only delays your access to resources.

• Organize your documents: Keep photos, receipts, estimates, and correspondence together (either digitally or in a secure folder) for easy reference.

• Seek assistance from experts when you need it: Experts like those at the Division of Insurance (DOI) and United Policyholders have valuable expertise and provide resources technical guidance via their websites (see the Insurance Claims Resources link below for more information).
  
  

Taking these steps early helps you protect your investment, reduce financial strain, and support your tenants more effectively during recovery.

Resources
View Insurance Resources

After a fire, areas that do not normally flood can flood more easily. Only flood insurance covers flood damage and fires can leave you much more vulnerable as rain that falls on burned areas, where water moves much more quickly, can be more damaging, and can carry debris that leads to flooding in areas that may never have flooded before.  

Most standard insurance policies do not cover flood damage, regardless of whether flooding was made worse by recent fires. Strongly consider flood insurance to protect your homes and assets before a weather event occurs and it's too late - this can happen days to years after a fire. 

It typically takes 30 days for a new flood insurance policy to go into effect. If however, a flood is caused or worsened by a wildfire on federal land and you buy a policy within 60 days of the wildfire containment date, that time is reduced to a one-day waiting period.  Acting quickly to get a policy through the National Flood Insurance Program (NFIP) can help you be prepared and avoid costly flood losses. 

Building coverage and contents coverage are typically purchased separately and have separate deductibles. 

Resources
View Insurance Resources

If your rental property or rental income was affected by the disaster, you may be eligible for temporary assistance. This support can help cover costs such as minor property repairs, temporary housing for displaced tenants, lost rental income, or essential needs like food, medical care, and replacement of critical documents or equipment. 

If your rental property or income has been impacted, it’s important to apply for assistance—even if you’re uncertain whether you’re eligible. Many recovery programs have short application windows and may cover needs that insurance doesn’t, such as tenant displacement, temporary repairs, or loss of rental income.

Many different organizations may provide aid after a disaster that can help with different kinds of needs. Some assistance is available quickly, while other assistance can take weeks, months, or even longer to be stood up. Assistance is disaster dependent and may come from a mix of organizations including non-profits, philanthropic organizations, local, state, and federal government, etc. Whether and when federal assistance is available for certain disaster events depends on the amount and type of documented damage and decisions by different entities (e.g the President related to FEMA programs, Congress related to Department of Housing and Urban Development programs, and other federal agencies (like Small Business Administration for their programs)).

Key Support Programs for Landlords

• 2-1-1: A statewide resource that tracks currently available resources, especially in the hours and days following a disaster and can help you navigate to active disaster-specific resources, though they do not provide direct financial support to survivors. You can call or visit their website to get real-time information about available resources.

• Colorado Voluntary Agencies Active In Disasters (COVOAD): A network of non-profits that helps coordinate direct support to disaster survivors immediately following disasters. Resources often include information, food, water, and volunteer time to help people clean up their property.

• American Red Cross: Provides emergency shelter, meals, basic supplies, and sometimes direct financial assistance.

• Community Foundations: Local community foundations may help coordinate philanthropic and other donations and then grant those donations to disaster survivors and disaster-specific recovery programs. Check your county’s official source of information for the disaster to find out if a foundation or relief fund has been established. 

• Colorado Division of Homeland Security and Emergency Management (DHSEM): Helps coordinate local and state-level recovery programs, including the Colorado Department of Human Services (CDHS) that may be able to connect survivors with state resources and additional support beyond federal aid.

Additional programs may be specifically authorized on a case-by-base basis for large scale disasters. The two largest federal programs for immediate needs that can directly support disaster survivors include: 

FEMA Individual Assistance (IA): This program is only available when the President authorizes FEMA IA, program by program, specifically for the disaster you experienced. When authorized, this program can help people cover essential needs not paid for by insurance. The programs are limited and meant to help with specific needs and are not intended to make individuals whole for their damages. These are not loans—you don’t have to pay back the assistance. For qualifying individuals based on your specific circumstance, FEMA IA may be able to help with:

• Serious Needs Assistance for immediate, essential items like food, water, diapers, and medicine.

• Housing Assistance for lodging or hotel assistance, rental assistance, and limited assistance repairing/replacing a primary home to a baseline viable condition (e.g. repairing windows or plumbing to make your home safe to live in, not restoring to pre-disaster conditions).

• Other Needs Assistance (ONA) disaster-related expenses not covered by insurance like transportation, personal property, medical/dental, funeral and burial, child care, moving and storage, and cleanup items. 

• Other Individual Assistance programs include crisis counseling, disaster legal services, recovery navigation assistance and other assistance.

Small Business Administration Disaster Assistance: These programs provide low-interest, long-term disaster loans to businesses, nonprofits, homeowners, and renters in declared disaster areas to repair, replace, or recover from physical and economic losses. This assistance is available when authorized by the Small Business Administration on a case-by-case basis but does not require a presidential Major Disaster Declaration. Unlike some other assistance, these are loans and not grants and have to be repaid. For qualified entities, SBA may be able to help with: 

• Home and Personal Property Loans for homeowners/renters to replace personal property (e.g., clothing, furniture, cars) and for homeowners to repair/replace primary residences

• Mitigation Assistance increases loan amounts to fund improvements that prevent future damage to property

• Economic Injury Disaster Loans (EIDL) provides working capital loans for small businesses and nonprofits that suffered financial losses

• Business Physical Disaster Loans for small businesses and most private nonprofits to repair or replace real estate, machinery, equipment, and inventory damaged in a declared disaster.

Best Practice
Apply early, even if you’re still gathering documents. Doing so keeps your options open and ensures you don’t miss critical deadlines.

Resources
View Immediate Assistance Resources

Before entering your rental property after a disaster, take time to ensure it’s structurally and environmentally safe. Even if the building looks stable, hidden dangers like gas leaks, contaminated water, or electrical hazards can endanger you and your tenants. A careful inspection not only protects your health—it also helps preserve your ability to file insurance or assistance claims.

Conduct a Full Property Safety Check

Wait for local authorities to confirm your area is safe to enter. Your local government will have a process to inform you of re-entry status and communicate that via the local emergency management office, the Disaster Assistance Center (DAC), or local government channels (see the “Sign Up for Emergency Communications and Updates” section above). If you’re cleared to return, do not rush and keep children and pets away from potentially hazardous parts of your property. Walk the perimeter of your property first. Look for visible damage, fallen power lines, strong smells, or structural issues like leaning walls or sagging roofs. If anything looks unsafe, do not go inside—leave and contact emergency services or a professional inspector.

Bring a buddy or partner, flashlight (not candles or lighters), hard soled boots, gloves, and a mask to protect from possibly hazardous air. Open doors carefully and check ceilings and walls for cracks, bulging, or shifting. Stay clear of unstable areas, sharp debris, and any items that look wet, moldy, or chemically damaged.

Do not use elevators in multi-level buildings. Avoid standing water, which may contain sewage or hidden electrical hazards. If flooding occurred, do not turn on the power or gas yourself—have utilities checked by a licensed professional first.

If you’re unsure whether a part of your property is safe, step back, refer to resources on safety and hazardous conditions, and ask for help. Disasters can create hazardous materials and debris, including concerns with mold, air quality, toxics and other health concerns. You may have to sort or separate debris into different categories or "types" for removal. For additional information on sorting and handling debris and potentially hazardous materials, see the “Remove Debris and Cleanup Property” portion of this section below. 

Handle Utilities with Caution

Gas, electrical, and sewer systems can be compromised even when they appear intact. If you smell gas or hear hissing, evacuate immediately and call 911 or your gas provider.

Do not turn on lights, appliances, or circuit breakers if your property had water intrusion—wiring may be damaged. Contact a licensed electrician to evaluate the system. Similarly, do not use plumbing or flush toilets until sewer lines are inspected, especially if backups or flooding occurred.

If your rental property must be occupied temporarily, confirm that at least one area is safe, clean, and well-ventilated for tenant use.

Check Water and Well Safety

Public water supplies and private wells can become contaminated during floods or fires. Do not assume tap water is safe unless your local water utility confirms it. If your property uses a private well, arrange for immediate testing especially if you notice discoloration, unusual smells, or sediment.

Until water safety is confirmed, provide tenants with bottled water or post boil water notices in accessible locations. Use safe water for drinking, cooking, and hygiene until the issue is resolved.

Check with your county public health department if you have questions on water safety.

Inspect for Smoke, Ash, and Soot Damage

If your rental was exposed to wildfire smoke or a nearby fire, inspect for lingering soot and smoke damage. Even if flames didn’t touch the building, toxins can settle in furniture, HVAC systems, and walls—posing long-term health risks for tenants.

Wear protective gear when entering the space and avoid sweeping ash, which can send hazardous particles into the air. Ventilate rooms by opening windows only if the electrical system is safe to use. Soft goods like furniture and carpeting may require professional cleaning or replacement.

If strong odors persist or you notice health symptoms like headaches or respiratory issues, contact local health authorities for guidance.

Check for Mold and Monitor Indoor Air Quality

Mold growth can start within 24–48 hours of water damage. It may be visible on surfaces or hidden behind walls and floors. Poor air quality due to mold or moisture can cause health problems for tenants—especially those with respiratory conditions.

Ventilate the building if the power is safely restored. Wear an N95 mask, gloves, and goggles when entering water-damaged areas. Discard soaked drywall, insulation, carpeting, and upholstered furniture if it cannot be fully dried. Do not use standard vacuums—only HEPA-filter models approved for mold cleanup.

If mold is widespread or the affected areas are difficult to access, hire a licensed mold remediation contractor. Avoid using bleach in enclosed spaces—opt for EPA-recommended products designed for mold.

Best Practices

• Always prioritize safety over speed—delays are easier to manage than liability or harm.

• Keep tenants informed about safety issues, timelines, and when units will be reoccupied.

• Document all visible damage with photos and detailed notes for your insurance claims.

• When in doubt, rely on licensed professionals to assess hazards and perform repairs.
  
  

A methodical, safety-first approach protects not only your property, but your tenants’ well-being and your long-term ability to recover as a landlord.

Resources
View Safety Resources

If your rental property has been damaged, one of your first steps should be to contact your insurance provider. Starting the claims process early helps protect your eligibility for reimbursement, avoids delays in recovery, and provides clarity on what is and isn’t covered.

Request a full copy of your policy and review:

• What types of structural or property damage are included

• Exclusions or special conditions (e.g., flood damage, mold, code upgrades)

• Deadlines for submitting claims and documentation

Typical landlord policies may include coverage for:

• Structural damage to rental units or common areas

• Damaged appliances, fixtures, and furnishings you own

• Loss of rental income during uninhabitable periods

• Extra expenses related to tenant relocation or emergency mitigation

Before Making Repairs

Ask your provider to confirm in writing what qualifies as emergency repairs (e.g., tarping a roof, stopping a water leak) and what documentation is required for reimbursement. In many cases, non-urgent repairs must be approved in advance.

Documentation You May Need

Keep organized records of:

• Contractor estimates for repairs or replacement

• An itemized list of damaged building components, appliances, or furnishings

• Photos and descriptions of the damage, ideally time-stamped

• Receipts and logs for any temporary or emergency repairs

Whether you file a claim can be dependent on your specific circumstances. It is important to consider a couple things: 

• Filing a claim, even if it is not paid, can impact the insurance premiums or availability of insurance for that property, for you or a future purchaser of that property. If the damage is below the deductible or there is no covered damage, you might not want to file a claim. 

• To be good stewards of taxpayer dollars, federal assistance often must account for all other forms of assistance that is due to you for a similar purpose, including insurance. If you have insurance, federal programs often have to deduct any amount that was owed to you, whether or not you requested it or received it. As a result, to be eligible for certain programs (e.g. certain FEMA and HUD programs), you must document your insurance claims (even if they are denied) for your application to be considered.

Best Practices

• Get instructions in writing: Ask your insurance adjuster to email or mail documentation requirements, claim numbers, and repair authorizations.

• Log all communications: Track dates, names, and discussion notes for every phone call or email with your provider.

• Clarify repair limits: Verify what immediate work is allowed without jeopardizing reimbursement.

• Ask about rental income coverage: Your policy may include "loss of use" coverage or funding for tenant relocation if units are temporarily uninhabitable.

Stay Organized

Maintain both physical and digital copies of all claim-related materials. Even if the damage appears minor, filing a claim can be critical for accessing other public assistance programs down the line. Taking these steps now can protect your investment and support a smoother recovery for both you and your tenants.

Resources
View Insurance Resources

Once your rental property has been cleared for re-entry and deemed safe, one of your most important next steps is to document the damage in detail. Thorough records support insurance claims, disaster assistance applications, and potential audits or inspections. Creating a complete visual and written inventory now will protect you from future delays, disputes, or liability issues.

Create a Property Damage Inventory

Start by walking through every part of your rental property—including individual units, common areas, basements, attics, and exterior structures—and documenting all visible damage. Create a property damage inventory while the details are still fresh.

For each damaged item or area, note:

• Item or component name (e.g., “HVAC system,” “kitchen cabinets,” “roof shingles”)

• Unit or location (e.g., “Unit A bathroom,” “shared laundry room”)

• Description of the damage (e.g., “ceiling collapse due to water intrusion”)

• Model/serial number, if applicable

• Approximate cost and installation year (if known)

Include:

• Structural components (roof, siding, drywall, flooring)

• Appliances and building systems (water heaters, boilers, HVAC, electrical panels)

• Furnished items (e.g., landlord-provided furniture or window treatments)

• Exterior features (fencing, signage, parking lot, landscaping)

• Safety systems (fire alarms, extinguishers, sprinkler heads)

If you're missing information, estimate for now (you can update them later using maintenance records, receipts, or contractor estimates). Save your inventory in a secure location and keep a digital backup.

Take Time-Stamped Photos of All Damage

Visual documentation is often required by insurance carriers, public assistance programs, and legal processes. Take time-stamped photos before removing debris, starting cleanup, or making repairs. Taking videos can also be helpful and capture some of the disaster impacts that might get missed or can be harder to capture in still photos. 

Capture:

• Wide-angle views of each unit, hallway, and shared space

• Close-ups of specific damage (e.g., cracked walls, water-stained ceilings, ruined appliances)

• Multiple angles of major losses (e.g., collapsed roof, fire-damaged rooms)

• Evidence of flooding, fire, mold, or structural failure

• Photos of debris piles, torn-out materials, or discarded property components

Make sure your camera or smartphone has the correct date and time enabled. If not, log the date and context for each photo in a separate file or notebook.

Use Pre-Disaster Photos (If Available)

If you have photos of the property prior to the disaster—from listings, inspections, or tenant move-ins—save them alongside your damage records. These can help establish pre-existing conditions and support your claims.

Why It Matters

For landlords, proper documentation is critical. Insurance adjusters, public agencies, and even tenants may request proof of damages and repairs. A detailed inventory and visual record will:

• Speed up claims and inspections

• Reduce the risk of reimbursement delays

• Help demonstrate due diligence and protect you from liability

Taking time to capture and organize this information early will make your recovery process smoother—and help ensure your tenants return to a safe, habitable property.

If your rental property is safe to access, you may need to make short-term emergency repairs to prevent further damage and protect the safety of tenants, staff, or a passersby. These temporary fixes can help stabilize the building, but it’s important to follow proper procedures and understand the repair limitations. If you plan to file an insurance claim or apply for disaster assistance it’s important to remember that while your insurance may require that you make repairs to avoid more damages (e.g. preventing water from getting in through a damaged roof), fixing too much too soon could also impact your eligibility. Work with your insurance to understand what is expected and allowed based on your policy.

Examples of Emergency Repairs for Rental Properties

Emergency repairs may include:

• Tarping or sealing a damaged roof to prevent leaks into tenant units or shared spaces

• Boarding up broken windows or doors to secure the property against trespassing or weather

• Removing debris that blocks entryways, fire exits, or shared hallways

• Pumping out standing water from basements, common areas, or laundry rooms

• Turning off damaged utilities (gas, water, or electric) to avoid fire, leaks, or injury

• Covering exposed wiring or sharp debris that pose safety risks to tenants or maintenance workers
  
  

Important: Never attempt repairs to electrical, plumbing, or gas systems unless you are a licensed professional. Doing so may pose serious risks and could delay inspections, insurance payments, or access to recovery funding.

If you suspect damage to any utility system:

• Shut it off at the source

• Contact your service provider immediately

• Schedule an inspection before turning systems back on (especially HVAC, hot water heaters, or panels)
  
  

Document Everything

Even small emergency repairs must be thoroughly documented. This protects you legally and helps support any future insurance, disaster loan, or grant applications.

What to track:

• Photos: Take time-stamped pictures before and after each repair

• Receipts: Keep all receipts for tools, materials, or safety gear

• Log of actions: Maintain a written or digital log showing:

  • Date and type of repair

  • Who completed the work

  • Costs incurred
    
    

If you hire professionals:

• Save invoices that include:

  • Property address

  • Contractor or company name and contact info

  • Date of service

  • Itemized scope of work or materials used

  • Total cost and proof of payment
    
    

Don’t forget to get a receipt once you have paid since reimbursements often require proof of purchase. Emergency repairs help prevent more serious damage and can speed up recovery. But without proper documentation, these efforts may not count toward insurance claims or financial assistance.

By taking the right steps early and keeping organized records, landlords can ensure safer conditions for tenants, demonstrate due diligence, and avoid delays when seeking reimbursement or support.

Voluntary organizations may be active and willing to help with emergency repairs. When getting help from others, whether volunteers or contractors, reference the Ongoing Recovery “Step 3: Decide How to Complete the Work” section for guidance on working with contractors, volunteers, and avoiding getting scammed. 

Debris Removal

After making emergency repairs to stabilize your rental property, the next priority is clearing debris and beginning cleanup. This step is critical to ensure tenant safety, prevent further damage, and maintain eligibility for insurance or disaster assistance.

However, cleanup should only begin after you’ve thoroughly documented the damage through photos, inventories, and written records. A careful, safety-first approach—aligned with local regulations—will protect both your property and your liability.

Debris removal can be overwhelming as you may have to navigate a complex network of laws, rules, and requirements from local, state, federal and insurance companies, depending on the extent of the damage. These requirements are designed to keep you and those around you safe and to avoid creating another hazard later. 

Debris can also be dangerous or hazardous to you and those around you. Be sure to protect yourself and anyone working on your property with appropriate personal protective equipment and follow guidance specific to the event (see “Sign up for Emergency Communications and Updates” above). All debris must be disposed of properly, including following any laws and rules for potentially hazardous waste. 

If you are overwhelmed or think you need help with debris removal efforts, that is normal and you may want to hire professionals to help. Please refer to local disaster-specific guidance to learn more about what resources and coordination are available to you (see “Sign up for Emergency Communications and Updates” above).

Create a Cleanup Plan

Before starting, contact your local city or county permitting offices and find out if they require debris removal permits (see below for Quotes and Permits guidance). 

Consider whether you want to hire a remediation company to conduct debris removal, do the work yourself, or work with voluntary organizations, if they are active in your area. For substantial removal projects, especially if damages will be covered by insurance, working with a remediation company may be recommended. A remediation company will document, take photos and store items, if necessary. They will also ensure items that can be cleaned are sent out for cleaning. Regardless of who completes the work, for any insurance claim the insurer needs to be aware of what is damaged, what can be restored, and what should be discarded, so this information needs to be carefully documented.

Write a simple plan for how cleanup will be done. Mark which areas of the property are safe to enter and decide what needs to be removed first—often wet or mold-prone materials. If you’re working with volunteers, neighbors, or a hired crew, outline what will be done each day and who is responsible. Make sure you and anyone helping you have appropriate personal protective equipment and follow safety guidance from local emergency management and public health professionals (see below). Having a plan helps prevent injury, confusion, and accidental loss of needed documentation. 

Find out if there is local coordination happening and take advantage of opportunities to set debris on the curb if there are coordinated pickup events. Have a plan for how to appropriately get rid of potentially hazardous or toxic debris following state and local debris management requirements (see Sort and Organize Debris below). Refer to state CDPHE hazardous materials resources for guidance and check to see if your local government has instructions specific to the disaster you’ve experienced or your community. Avoid sending materials to landfills that are not allowed and instead take them to the appropriate place, like a household hazardous waste disposal facility. 

When getting help from others, whether volunteers or contractors, reference the Ongoing Recovery “Step 3: Decide How to Complete the Work” section for guidance on working with contractors, volunteers, and avoiding getting scammed. 

Start with Personal Safety

Cleanup after a disaster can expose property owners and maintenance staff to serious hazards, especially in basements, utility rooms, or garages where chemicals, electrical equipment, or water damage may be present. Debris can contain sharp objects, chemicals, mold, asbestos, lead, and unstable materials. These hazards can cause unseen, permanent damage to you or those around you if they are not properly handled.

Always prioritize safety

• Wear gloves, boots, long sleeves, and a mask or respirator.

• Only work in well-lit, structurally sound areas.

• Avoid spaces with standing water, exposed wiring, gas smells, or sagging ceilings.

• Do not attempt to lift or remove heavy or unstable debris alone.

If you’re unsure about building safety, contact a licensed structural engineer or local building official before beginning cleanup or allowing tenants to re-enter. (See the “Inspect your Property for Safety Before Re-Entry” section above for additional details and resources).

Organize and Sort Property Debris

To manage disposal safely and keep your documentation organized, sort debris into the following categories:

• Building materials (drywall, roofing, insulation)

• Damaged fixtures (cabinets, doors, flooring)

• Tenant property left behind or destroyed (label clearly as “tenant-owned”)

• Appliances or HVAC components

• Hazardous waste (paint, cleaning supplies, gas tanks)

• Exterior debris (tree limbs, fencing, signage)

Keep each pile separate to avoid cross-contamination and to follow local disposal guidelines. If you’re unsure where or how to dispose of certain materials, contact your local solid waste agency or public works department.

Handle Damaged Property Carefully

Depending on the items and damages, decide what can be cleaned, what can be restored, and what should be discarded.

Work with your insurance company to understand their expectations for documentation and preserving items. Only begin removing damaged items after you've taken clear, time-stamped photos or videos of anything of value that you might seek assistance or an insurance claim on. If an item is too dangerous to photograph in place (like moldy carpet), take a photo immediately after removing it and note where it was located. Keep a written record of what was discarded, its condition, and where it came from.

Track Cleanup Expenses Closely

Save receipts for all costs including supplies, equipment rentals, dump fees, and paid help. Even small costs like trash bags, gloves, or fuel may be reimbursable or required for future assistance. Keeping good records now will help you avoid delays later on if you apply for recovery support. As often as possible, take clear photos of your receipts and save them to your phone or computer – receipt ink can fade and you risk losing important information.

Resources
View Property Cleanup Resources

Whether you're making emergency repairs, removing debris, coordinating help from volunteers, or planning a full-scale rebuild, it’s critical to document every step of the process. Written estimates and proper permits ensure repairs are legal, code-compliant, and eligible for insurance reimbursement or disaster assistance. They also help you protect tenants and avoid liability during inspections or future claims.

Get Written Quotes for All Repairs and Cleanup

Before any work begins—whether it’s completed by a contractor, maintenance staff, or volunteer group—always get a written estimate or work plan. This is essential for your records and may be required by insurers or government assistance programs.

Each written quote should include:

• A description of the work to be done

• Materials and labor involved

• Estimated cost (even if the work is donated or discounted)

• Estimated timeline for completion

Even if you choose not to proceed with a contractor, save the estimates—they help demonstrate the value of repairs and support future funding requests.

Working with Contractors

When hiring professionals:

• Get at least three quotes from licensed and insured contractors

• Prioritize contractors with experience in post-disaster residential or multi-unit property repairs

• Check license status and review complaints through your city, county, or state licensing board

• Confirm that the contractor understands local permitting and inspection requirements

Never make full payment upfront. Use a written contract with clear milestones, and hold final payment until work is inspected and permits are closed out.

Coordinating Help from Volunteers or Community Groups

If neighbors, nonprofit groups, or religious organizations offer assistance:

• Request a written summary of the work they’ll perform

• Include: names of individuals or groups, tasks, dates, and any materials, tools, or labor donated

• This documentation can be very helpful when applying for assistance later and working with insurance.

• Save this in your recovery file, even if the work doesn’t proceed

This documentation shows the value of volunteer labor and helps demonstrate need if you apply for funding later.

Self-Completed Work or In-House Repairs

If you or your staff perform repairs:

• Log each task completed, number of hours worked, and materials used

• Save all receipts, invoices, and safety checklists

• Be aware: Most grant and loan programs will not reimburse you for your own labor, and trying to do so could affect your eligibility. If you use emergency assistance funds to pay yourself you may not be reimbursed for that work or may have to make up those funds later on.

That said, tracking this work still helps demonstrate what’s been done and can reduce disputes with inspectors or future buyers.

Know What Work Requires a Permit

Many repairs—especially structural, electrical, or plumbing—require permits to comply with code and qualify for funding.

Before starting repairs:

• Contact your local permitting office to confirm what repairs require a permit

• Ask about emergency or expedited permitting options in disaster zones

• Ensure permits are secured for work involving: 

  1. 1. 1. Roofing or structural repairs

        2. Plumbing and electrical systems

        3. Demolition or foundation work

        4. HVAC and gas systems

        5. Debris removal

If using a contractor, confirm they will obtain and close out all required permits. Do not finalize payment until final inspections are passed.

Best Practices: Keep a Recovery File

Create a dedicated folder—digital and hard copy—for all disaster-related repair documentation. Include:

• All written quotes and scopes of work

• Permits, inspection reports, and approvals

• Communications with contractors and permitting offices

• Receipts, photos, and invoices for materials and services

This file protects you from liability, speeds up reimbursement, and serves as proof that work was done safely and legally. Treat each repair as part of your long-term investment in the property’s value and your tenants’ well-being.

Resources
View Repair and Rebuilding Resources

If your rental property is damaged or uninhabitable, it's essential to contact your mortgage lender or loan servicer, as well as any of your banks or financial institutions. Proactive communication can help protect your investment, avoid missed payments, and ensure timely access to insurance funds or disaster assistance.

Contacting Lenders

When speaking with your lender, explain the condition of your property and ask whether you qualify for disaster-related payment relief, such as deferred mortgage payments or interest-only periods.

If you plan to file an insurance claim, ask how your lender will handle those funds. In most cases, insurance payments for structural damage are issued jointly to you and the lender. These funds are typically held in escrow and released according to specific repair milestones.

Ask your lender:

• What documentation is required to release funds

• How to submit contractor bids or repair estimates

• Whether inspections are needed before or during repairs
  
  

If you’ve lost loan paperwork or aren’t sure who your mortgage servicer is:

• Check your latest mortgage statement

• Contact your insurance agent for claim coordination details

• Pull a credit report to identify the servicer’s name and contact info
  
  

Best Practices

• Keep a written record of every call or email with your lender—include names, dates, and any instructions given.

• Request written confirmation of any payment relief or insurance fund handling procedures.

• Don’t begin permanent repairs until your lender confirms what documentation is needed.

• Ask if your loan includes a repair escrow and what inspections are required to release funds.

• Stay in regular contact to avoid delays, ensure compliance with program standards, and stay eligible for other recovery aid.

Contacting Banks

Disasters can interrupt direct deposits, rent collection, bill payments, and access to funds. Reach out to your bank or credit union as soon as possible to explain your situation.

Let them know if:

• You’ve lost access to debit cards, checks, or online banking

• You expect delays in rent collection or income

• You need to pause auto-payments or waive late fees
  
  

If you’re receiving disaster assistance or insurance checks, ask how to safely deposit and access those funds. Also, be sure to update your mailing address and contact info if you’ve relocated.

If you’ve lost your account credentials or records:

• Ask how to verify your identity and securely reset your access

• Request replacement cards or checks if needed

Best Practices

• Monitor your account activity for errors or fraud, especially if you've lost checks or cards.

• Request paper statements or secure digital backups if online access is affected.

• Keep a waterproof folder with account numbers, bank contact info, and routing details.

• If expecting disaster payments, confirm how and when the funds will arrive—your bank can help ensure safe and timely access, whether the payment is made by direct deposit, prepaid card, or check.

Resources
View Financial Resources

After a disaster, utility disruptions are common—and reconnecting or pausing services is critical for both safety and protecting your rental property. Contact all applicable service providers (electricity, gas, water, internet, trash, and recycling) to report damage, update tenant occupancy status, request billing adjustments, or inquire about restoration timelines. Many utility companies offer emergency programs or relief options during declared disasters.

Communicate clearly with your tenants about who will be contacting each utility provider and set clear expectations for how information will be communicated from you to the tenant and from the tenant back to you. Make sure that all information you are getting about utility service disruptions, delays, repair timing, and safety are quickly communicated to your tenant(s). Make sure your tenants know to stay safe, that it is not their responsibility to make utility repairs after a disaster as this can be dangerous and to leave those repairs to professionals. 

Electricity
Report outages as soon as possible. Let your provider know if the rental unit is uninhabitable. Ask whether inspections or electrical approvals are needed before power can be safely restored.

Natural Gas
If service was interrupted or gas appliances were damaged, notify your provider and request an inspection before resuming service. Never attempt to relight pilot lights or repair gas lines yourself—wait for a licensed technician.

Water
If your water system was affected by flooding, structural damage, or pressure loss, contact the utility provider to verify whether the water is safe for consumption. Follow any boil water notices or restrictions that apply to your property or tenants.

Internet and Phone
If modems, routers, or wiring were damaged—or if service was interrupted—ask about suspension options, replacement equipment, or access to emergency internet programs. Some providers offer temporary relief or cost adjustments.

Trash and Sanitation
If the property is temporarily vacant or pickups were missed, notify your waste management company. Ask about revised collection schedules, disaster debris removal programs, or local drop-off sites for spoiled or damaged household goods.

Best Practices

• Notify all utility providers of changes in occupancy, access restrictions, or temporary relocation.

• Keep written records of all utility communications, including service updates, confirmation numbers, and the names of representatives you speak with.

• Request written instructions for reconnection procedures, inspections, or billing adjustments.

• If tenants have relocated, ask to pause service or redirect final bills to an alternate mailing address to avoid unnecessary charges.

Resources
View Utility Resources

Many important recovery updates—like insurance documents, benefit letters, and legal notices—will arrive by mail. As a property owner, it’s essential to keep your mailing address current so you don’t miss time-sensitive information related to your claim, repairs, or financial assistance. 

If you’ve left your property, submit a Change of Address with the U.S. Postal Service (USPS) as soon as possible. You can do this online at www.usps.com, by phone, or in person at any post office. Be sure to provide both your old and new addresses and indicate whether the change is temporary or permanent.

If mail delivery is disrupted in your area, check with your local post office about mail holds or pickup options. In some cases, USPS may suspend delivery but allow residents to collect mail from designated locations.

Best Practices

• Double-check that all government agencies, insurers, banks, and service providers have your updated mailing address.

• Use a secure, consistent mailing address—even a trusted relative’s or P.O. Box—if your housing situation is still changing.

• Ask your post office about extended mail forwarding or disaster-related options if you're unsure how long you’ll be away.

• Keep a list of expected documents (e.g., insurance checks, FEMA notices) and track what you receive to avoid missing important deadlines.

Mail can be a key link to benefits, funding, and time-sensitive decisions—keeping it current helps protect your recovery timeline.

After a disaster, there are organizations that can help meet the unique needs of different households. Families with children, older adults, and individuals with disabilities may rely on specialized services—so connecting with the right programs early can speed up recovery, reduce disruptions, and restore critical support.

You can refer tenants to Step 1.4 in the Renter’s Journey section of this Navigation tool for guidance on steps to take and resources for families with children, older adults, and those with disabilities. If your tenants have specific needs, you may be able to help connect them to targeted resources listed in that section to help keep them safe and on track with their recovery, which can support their ability to keep up with their tenant responsibilities and property recovery. 

Resources
View Child Resources
View Senior and Disability Resources

Identification or legal documents are often required to access recovery assistance, return to your home, verify your identity, and reestablish financial or legal services.

Start by making a list of what’s missing. Many survivors will need to replace one or more of the following:

• Driver’s license or state ID

  Request a replacement online or at your nearest Colorado DMV office. You may need proof of identity and residence. Though you cannot set it up without a copy of your physical ID, if it is set up, you can use the contactless Colorado Digital ID through the myColorado app as a secure electronic version of your driver license or state-issued ID card as proof of identification, age and address within the state. It may not be recognized in all instances that require an ID, especially for federal assistance. 

• Social Security card

  Apply for a free replacement through the Social Security Administration. You'll need proof of identity, which can include a temporary state ID or certified birth record.

• Birth certificate
  Request a certified copy from the Colorado Department of Public Health and Environment. If born in another state, check that state’s vital records office.

• Marriage certificate

  Contact the county clerk’s office where the marriage license was issued. Most offices allow you to request a certified copy online or by mail.

• Green card or immigration papers

  If your immigration documentation has been damaged, destroyed, or lost, reach out to your local immigrant serving nonprofit and consider working with an immigration lawyer. If you don't know where to begin, reach out to the Colorado Office of New Americans, which can help.

• Passport
  Report your passport lost or damaged to the U.S. State Department. Begin the replacement process by submitting Form DS-64 and Form DS-11 at travel.state.gov.

• Tribal ID or documents

  Contact your tribal government office or enrollment department for instructions on replacing identification or membership records.

• Court orders (custody, restraining orders, etc.)

  Reach out to the clerk of the court that issued the order. They can help you request official copies. Bring any identifying information you still have, such as a case number.

Many of these agencies offer emergency services during declared disasters, and some may temporarily waive fees. If you're unsure where to start, prioritize your most essential documents—usually your state ID and Social Security card—and ask a local official or shelter provider if you need help verifying your identity in the meantime.

Resources
View Document Replacement Resources

After a disaster, landlords may need to recover essential documents to prove ownership, manage their rental properties, and support insurance or financial assistance claims. 

• Deed or Title to Property:  This document proves legal ownership of your property and is often required for insurance claims, permitting, and disaster recovery assistance. To replace it, contact the County Clerk and Recorder’s Office in the county where the property is located. Most offices offer online search tools, and you can request a certified copy by mail or in person.  

• Mortgage Documents: Mortgage records help confirm your financial obligations and are often needed when working with insurers or applying for assistance. To recover these documents, contact your mortgage lender or loan servicer directly. Request a copy of your loan agreement, current balance, and escrow details. Most lenders provide online account access where these documents can be downloaded securely.

• Property Tax Records: Tax records confirm property ownership, assessed value, and payment history—important details when filing insurance claims or applying for recovery funds. You can access these records through your County Assessor or Treasurer’s Office, many of which offer online portals.

• Business License or Rental Registration: Many Colorado cities and counties require landlords to register their rental properties or hold an active business license. These documents verify your legal ability to rent property and may be necessary for insurance claims, emergency rental assistance programs, or rebuilding permits. Contact your city or county licensing office to request a duplicate license or registration. If you’re unsure whether your rental is registered, check your local government’s website or contact the housing department directly.

• Occupancy Permits: An occupancy permit certifies that a rental property meets building and safety standards and is approved for habitation. If your records were lost or you’re unsure of the current permit status: Contact the local building or code enforcement department where the property is located. You may need to request a reinspection before being issued a new certificate, especially if the property was damaged.

• Inspection Certificates: Some municipalities require regular inspections for rental properties to ensure safety and code compliance. These certificates may be required when applying for assistance or demonstrating habitability for tenants. If you’ve lost copies, contact your city’s housing inspection office to request duplicates or schedule a reinspection if necessary.

• Zoning Compliance Documents: Zoning compliance records confirm that your property is legally permitted for rental or multi-family use under local land use regulations. These may be important during rebuilding, renovations, or change-of-use scenarios. Reach out to your local planning or zoning department to request documentation confirming your property’s zoning classification and approved use.

Best Practices

Once you’ve replaced these documents, store physical copies in a waterproof, fireproof folder and create digital backups for future emergencies. Keeping records organized and accessible will help you respond quickly during recovery and protect your rights as a property owner. Consider using the myColorado app to securely keep documents on hand from your ID to insurance cards, vehicle title, registrations, and more.

Resources
View Document Replacement Resources

After a disaster, landlords may need to recover a wide range of financial, insurance, and business records. These documents can help you verify income, file insurance claims, manage recovery expenses, and continue operating your rental properties. Replacing them early can help prevent delays in accessing support or rebuilding.

• Bank Statements or Account Numbers
  These are critical for documenting rental income, tracking payments, and managing cash flow. Contact your bank or credit union to request recent statements or confirm account details. Most institutions offer secure online and mobile banking options to help you access this information quickly.

• Credit or Debit Cards
  If your cards were lost or damaged, call your financial institution (bank, credit card company, etc.) to cancel the cards and request replacements to a deliverable address. Most banks can ship new cards quickly during emergencies.

• Loan Documents (Mortgage, Auto, Business, etc.)
  Loan records help confirm outstanding balances and financial obligations tied to your properties. Contact each loan servicer—such as mortgage providers, auto lenders, or business loan administrators—to request copies of your loan agreements and current statements.

• Income Verification (Rental Income, Tax Returns)
  Landlords often need to verify income for insurance claims, SBA loan applications, or other recovery programs. You can use rent ledgers, bank deposits, and tax returns as proof. If you’ve lost tax documents, you can request tax transcripts through the IRS “Get Transcript” tool at irs.gov.

• Tax Returns Related to Rental Income
  These documents are essential for proving your rental business activity, income, and deductions. If your paper returns were lost, you can retrieve past filings or transcripts through your tax preparer or directly from the IRS. These records may be required by insurers or disaster assistance programs.

• Profit and Loss Statements
  These statements summarize the income and expenses related to your rental properties and are often required when applying for business relief or refinancing. If you use accounting software like QuickBooks, AppFolio, or Buildium, log in to regenerate reports. If prepared by a CPA, request a digital copy.

• Bank Records Related to Rental Payments
  Bank records showing rental income deposits are useful for documenting earnings and verifying tenants’ payment histories. These may also be used to demonstrate income loss due to displacement or damage. Download these records directly from your banking portal or request them from your financial institution.

• Receipts for Repairs and Maintenance
  Keeping records of repair and maintenance expenses is vital for insurance claims, tax deductions, and budgeting future work. If physical copies were destroyed, check your email, accounting software, or contractor/vendor portals for digital receipts. You may also be able to request duplicates from contractors or suppliers.

• Utility and Service Bills
  Utility records can help verify occupancy, usage, or service interruptions—important for some insurance or assistance claims. Contact your utility providers to request copies of recent bills or account histories. This may include water, electric, gas, internet, and waste management services.

• Insurance Policies (Property, Flood, Auto, Health, Life)
  Contact each insurance provider to request copies of your policies and declarations pages. If you had flood insurance through the National Flood Insurance Program (NFIP), visit floodsmart.gov or call your insurance agent. These documents will be important as you advocate for what you are owed per the terms of your policies.

• Retirement or Investment Account Records
  If you rely on retirement or investment income to support your rental operations or personal finances, reach out to your financial institution for updated statements. You can also set up or access online portals to manage 401(k), IRA, pension, or brokerage accounts.
  
  

Best Practices

Organize all recovered documents in a secure, waterproof folder and back them up digitally. Keeping your financial, insurance, and operational records accessible will support a smoother recovery and ensure you can continue managing your properties effectively.

Resources
View Document Replacement Resources

After a disaster, tenant records can be vital for demonstrating how you've managed tenant relationships, fulfilled your legal obligations, and responded to emergencies. These documents also support insurance claims, legal proceedings, and eligibility for property management assistance.

• Lease or Rental Agreements:  Leases document your agreement with tenants and may be needed to prove rental income or resolve disputes. If your copies were lost or damaged, check your email, cloud storage, or property management software for digital backups. You can also ask tenants if they retained signed versions.  

• Tenant Applications and Background Checks: These documents show that you followed fair and legal tenant screening processes. If these records were lost, log into the screening service you used. You can also check email attachments or stored files on your computer or cloud drive. If necessary, you may need to ask tenants to re-submit application details.

• Eviction Records (if applicable): Eviction records may be important for legal purposes or in ongoing disputes. If you’ve lost access to these, contact the County Court where the eviction case was filed. 

• Copies of Rent Increase or Eviction Notices: Notices regarding rent changes or eviction proceedings may be needed to show your compliance with legal notification requirements or to resolve disputes. If you lost physical copies, check your email, property management software, or electronic filing system. You can also consult your legal representative or property attorney if the notices were part of court proceedings.

• Tenant Communication Logs: Records of tenant communication—especially during or after a disaster—can help protect you in legal disputes and demonstrate your responsiveness to maintenance, rent issues, or emergencies. If your logs were kept digitally, check your email threads, text message history, or cloud-based management tools like AppFolio, Buildium, or Rentec Direct. Rebuilding a log from memory immediately after a disaster can still be useful—note dates, topics, and outcomes.

• Emergency Contact Info for Tenants: Having up-to-date emergency contacts is essential for safety and communication. If this information was lost, request updated contact forms from tenants as soon as possible. You can also reference lease agreements, tenant applications, or saved phone contact lists. Going forward, store this information in a cloud-based system that can be accessed remotely.

• Notices from Government Agencies: Post-disaster code violations, inspection results, or hazard notices may be issued by local agencies. These notices often include timelines for compliance and affect your ability to continue renting units. If you’ve misplaced any, contact your local code enforcement, health department, or building inspection office. You may also receive disaster-related communications from FEMA, the Red Cross, or local emergency management agencies—keep all official correspondence on file.
  
  

Resources
View Document Replacement Resources

Maintenance and compliance documentation plays a critical role in proving that your property was safe, well-maintained, and compliant with housing codes before the disaster. These records support insurance claims, inspections, and applications for repair or rebuilding funds, if available.

Maintenance Logs

Logs of past maintenance work can help demonstrate that you’ve been proactive about repairs and may be needed when resolving disputes with tenants or insurers. If digital logs were used, retrieve them from your property management system or cloud storage. If logs were kept on paper and lost, try to reconstruct them from memory and vendor receipts or accounting records. Include dates, the issue addressed, and who performed the work.

Service Contracts (HVAC, Pest Control, Landscaping, etc.)

Active service contracts show your ongoing commitment to property upkeep and may contain warranty clauses or response obligations. If paper copies are lost, contact the service provider directly for a new copy. You may also be able to find contract records in your email or customer portal if the company provides one.

Inspection Reports

These reports—whether internal or from municipal agencies—document the condition and safety of your property over time. They may be required when applying for rental licenses or rebuilding permits. Contact your local inspection office if you’ve lost copies of official inspections. If a private inspector conducted the report, request a new digital copy.

Warranties for Appliances and Systems

Warranties can reduce your out-of-pocket costs for replacing or repairing damaged systems like HVAC units, water heaters, or kitchen appliances. If you’ve lost these documents, check your email for purchase confirmations or product registration emails. You can also contact the manufacturer or original vendor with the model and serial number to request a replacement warranty document.

Best Practices

For both communication and maintenance records, keep digital backups in a secure cloud-based system that you can access remotely. These records not only help you comply with local laws and protect your business but also provide critical documentation during disaster recovery efforts.

Resources
View Document Replacement Resources

After a disaster, one of the most important decisions you’ll make as a landlord is whether you can continue operations—and if so, to what extent. This depends on a number of factors, including property damage, tenant safety, rental income, access to essential services, and legal obligations.

Consider the Following Before Deciding

1. Property Condition
Is each unit structurally safe and habitable? Look for hazards like mold, flood damage, broken windows, exposed wiring, or damaged HVAC systems. Unsafe units should not be reoccupied until a licensed inspector or contractor confirms they meet code.

2. Tenant Occupancy Status
Are tenants still on-site, temporarily relocated, or permanently displaced? Determine how many units are vacant, which tenants need re-housing, and whether leases are still in effect.

3. Access to Essential Services
Does the property have reliable electricity, water, heating/cooling, and functioning sewer or septic systems? Confirm whether utilities are fully restored and safe for ongoing use.

4. Rental Income Stability
Are you currently receiving rental payments? Have tenants requested rent abatement or deferment due to habitability issues? Estimate ongoing income losses and explore local or federal landlord assistance programs to offset these impacts.

5. Operational Barriers
Can you access repair crews, inspections, permits, and materials needed to restore units? Are transportation routes open for tenants, vendors, and contractors?

6. Legal Obligations

There are various laws in Colorado that may be applicable to your decision to operate after a disaster. These laws include but are not limited to habitability rights and prohibitions on price gouging. Of particular note, Colorado’s Warranty of Habitability (Colorado Revised Statutes § 38-12-503) establishes specific rights for renters and landlords in Colorado, including conditions that allow tenants to break a lease and conditions that allow landlords to terminate a lease in limited disaster circumstances. Under the law, tenants have certain legal rights to a safe, clean, livable home and to a comparable unit or hotel room in certain circumstances. There are also other applicable laws, including prohibitions of price gouging related to goods, services, and housing after disasters (see Colorado Revised Statutes § 6-1-735 on housing price gouging prohibitions). These are only a couple examples of applicable Colorado law and should not be considered a comprehensive overview. Professional legal advice should be sought if you have questions about your legal rights and responsibilities as a landlord after a disaster. 

How to Decide

• Resume Full Operations
  Consider this if most or all units are habitable, utilities are functioning, tenant communications are in place, and your income stream is relatively stable.

• Partial Operations
  If only some units are usable or if you’re managing repairs and relocations simultaneously, consider reopening partially while clearly communicating with tenants about what to expect.

• Temporary Closure
  If the building is uninhabitable, infrastructure is down, or tenant safety cannot be assured, it may be necessary to suspend operations until the property is stabilized.

Regardless of which option you pursue, make sure it is consistent with Colorado law and that you’ve documented the conditions that justify your decision. 

Best Practices

• Document Everything: Maintain a written summary of your assessment, including unit-by-unit photos, inspection reports, and occupancy status. These records are critical for insurance claims and recovery programs.

• Track Operational Changes: Log all repairs, temporary closures, rent adjustments, or tenant relocations in a property recovery file.

• Prioritize Safety and Communication: Rushing to reoccupy units before they’re safe can increase liability, strain tenant relationships, and jeopardize your eligibility for financial assistance. Focus on doing things right—not just fast.

Resources
View Safety Resources

With immediate safety issues addressed and damage assessed, landlords must focus on stabilizing operations and supporting tenants during the transition to long-term recovery. This includes managing property-level decisions, tenant safety needs, legal obligations, and financial responsibilities to keep your rental business viable.

Explore Short-Term Housing and Occupancy Options

If parts of your property are damaged, inaccessible, or under repair, consider short-term alternatives to keep tenants safely housed and minimize income disruption. In certain cases, Colorado’s Warranty of Habitability law may require that you provide a comparable unit or hotel room.

Temporary Relocation for Tenants

• Help tenants find temporary housing through local shelters, hotel assistance programs, or short-term rentals.

• Contact housing agencies, disaster recovery centers, or nonprofit partners for relocation resources.

• If allowed by your lease terms, consider offering temporary placement in vacant units at other properties you own.

Partial Occupancy of the Property

• Identify which units are safe and can remain in use.

• Coordinate phased repairs, focusing first on restoring critical systems like plumbing and electricity.

• Keep tenants informed about timelines, repair progress, and any temporary restrictions or adjustments.

Temporarily Pausing Leasing Activity

• Hold off on signing new leases until your property passes necessary inspections and you have capacity to manage existing recovery actions.

• Focus your resources on supporting existing tenants through the recovery phase.

• Provide clear timelines and contact information for prospective renters seeking updates.

Manage Rental Continuity and Financial Stability

Review Leases and Expenses

• Examine lease agreements for clauses about habitability, relocation, or rent abatements.

• Understand your legal obligations to your tenants including but not limited to habitability, notifications, and lease terminations.  

• Identify your fixed expenses (mortgage, taxes, insurance, utilities) and assess where flexibility may be needed.

Update Tenant Contact Information

• Keep a current contact list with each tenant’s phone number, email, and occupancy status to support ongoing communication.

Mitigate Losses Strategically

• Where possible, continue leasing safe, habitable units or offer flexible, short-term leases to retain tenants.

• Explore creative solutions like co-location or staggered move-in plans based on repair completion timelines.

Best Practices

• Maintain Occupancy Records: Track which units are occupied, uninhabitable, or under repair. This supports your planning and may be required for insurance or aid.

• Document All Changes: Keep records of temporary relocations, rent adjustments, or lease modifications.

• Support Displaced Tenants: Provide written resources and point tenants to local aid or case management services and resources including the Renter’s Journey portion of this Recovery Navigation Tool.

• Communicate Clearly and Frequently: Keep tenants informed of changes, available services, and next steps to build trust and avoid confusion.

Why It Matters

Balancing tenant support with property recovery is essential to protecting both your residents and your rental business. With clear planning, accurate documentation, and flexible solutions, you can reduce disruption, preserve occupancy, and lay the foundation for a stronger, more resilient rental operation.

Clear, proactive communication helps maintain trust and reduces confusion during the recovery process. Keep tenants informed about the status of the property, any changes to their housing, when you expect people on the property, timelines for repairs, and resources available to support their recovery.

What to Communicate

Repairs and Inspections: Keep tenants updated on the progress and timeline of repairs, inspections, or remediation efforts. Let them know in advance when contractors will be on site, if utilities will be disrupted, and whether they need to vacate temporarily for safety or compliance reasons.

Relocation Plans (If Applicable): If units are uninhabitable, provide tenants with clear information about temporary relocation options, return timelines, and who is responsible for moving costs. Coordinate with local agencies or nonprofits if relocation assistance is available.

Rent and Lease Terms: Clarify rent expectations during the recovery period, especially if damage affects habitability. Depending on the terms of your lease and state law, you may need to offer partial rent abatements, deferments, or lease terminations. Put all adjustments in writing and maintain consistent policies across tenants to avoid discrimination or legal issues.

• Available Resources: Direct tenants to local housing resources, legal aid, and disaster recovery programs. These may include FEMA, state housing assistance, local nonprofits, or tenant advocacy groups.
  
  

Best Practices

• Create a Communication Schedule: Send regular updates—even if there’s no major change—to reassure tenants you’re actively managing recovery. Weekly or bi-weekly emails, texts, or posted notices can help reduce uncertainty.

• Use Multiple Channels: Reach out via email, phone, text, or written notices depending on tenant preferences. Posting updates in common areas (e.g., laundry rooms or entryways) can help ensure information is seen by all.

• Be Transparent and Factual: Share only confirmed information. Avoid speculating on timelines or outcomes that may change. If delays arise, explain the reasons clearly and provide a revised plan when possible.

• Document Everything: Keep a log of all communications, including what was shared, when, and how. This protects you from liability and provides helpful records for legal or insurance matters.
  
  

Consider creating a recovery information sheet or tenant FAQ to address common questions about repairs, rent, and assistance.

Once you've reported the damage to your rental property, documented losses, and reviewed your insurance policy, your next priority is actively managing the claims process. Staying organized and communicating clearly with your insurer can make a significant difference in how quickly you receive support—and how much of your repair costs are covered.

Steps for Landlords Managing an Insurance Claim

1. Stay in Contact with Your Insurance Provider

Check in regularly with your claims adjuster, especially if you’re waiting on an inspection, a decision, or payment. Confirm next steps in writing and ask for clear timelines on inspections, approvals, and reimbursements. Keep a log of all communication—include names, dates, and key discussion points.

2. Coordinate Inspections and Repair Estimates

Coordinate with your tenants when scheduling inspections, estimates, and any property visits. Be present during inspections to point out damage, especially in hard-to-see areas like basements, roofs, or detached units. Submit all requested documentation—such as contractor bids, repair invoices, or receipts—as soon as possible. If you’ve collected multiple estimates, share them to speed up approvals.

3. Keep All Documentation Organized

Store both digital and paper copies of important documents in one place: your policy, inspection reports, estimates, receipts, correspondence, and claim number. Maintain a running list of expenses submitted or reimbursed to track your progress.

4. Clarify Reimbursements and Payment Logistics

Ask how and when payments will be issued. Will reimbursements go directly to you or your contractor? Are partial advance payments available? What documentation is needed to release each portion of funding? Clarifying this early can help avoid payment delays.

5. Understand Denials or Coverage Gaps

If any part of your claim is denied or underpaid, request a written explanation. You may be able to appeal or provide more documentation. Make sure you understand how your deductible, exclusions, and policy limits affect what’s covered—and keep a record of all explanations you receive.

In Colorado, you have certain rights when it comes to insurance claims. See the Colorado Division of Insurance website for additional information. 

Resources

View Insurance Resources

After a disaster, many landlords face gaps between what insurance covers and what it actually takes to repair property, restore rental income, and keep operations running. Additional assistance may be available to help bridge that gap. Understanding the types of support offered—and what’s needed to apply—can help you take full advantage of the resources available. Every program has different eligibility criteria, so it’s often important to apply for multiple types of assistance and keep track of your applications and documentation.

Duplication of Benefits (DOB)

If receiving assistance, it is important to understand potential duplication of benefits (DOB) impacts. A duplication of benefits (DOB) happens when a person, business, or entity receives disaster assistance from any number of sources (like FEMA, insurance, donations, etc.) for the same purpose or activity, and that assistance is more than the total actual need for that one thing. For example, if you have $60,000 in property damage and get $40,000 from insurance for the repair work, any additional assistance more than the $20,000 towards the remaining costs needed for the repair is considered a DOB. Assistance for a different purpose, like rental assistance, would not create a DOB concern. Federal law prohibits paying for the same thing twice and requires clear documentation to prove there is no DOB. You can find additional information on this at the Financial Resources link below.

Types of Assistance for Rental Property Owners

1. Property Damage Assistance
Helps cover the cost of repairing or rebuilding rental units, replacing essential systems (like HVAC or electrical), and restoring shared spaces or business operations. This can include:

• SBA physical disaster loans

• State and local recovery grants

• Nonprofit or philanthropic programs supporting housing recovery

2. Rental Income Loss and Business Interruption Support
If units are uninhabitable or your property can’t generate income for a period of time, some programs offer financial help to cover:

• Lost rental revenue

• Temporary relocation costs

• Fixed property expenses (e.g., mortgage, insurance, utilities)

• Emergency payroll if you employ maintenance or property staff

3. Technical and Financial Assistance
Free or low-cost services may be available to help you:

• Understand your recovery costs and funding options

• Manage debt or refinance loans

• Navigate insurance or SBA applications

• Update your business or property management plan

4. Legal Assistance
If you’re facing lease disputes, contractor conflicts, or insurance claim denials, some organizations offer pro bono legal help specifically for disaster-impacted landlords and property owners.

5. Support for Unmet Needs
If you’ve exhausted other options and still have gaps—like needing fencing, signage, safety gear, or additional repairs—local recovery coalitions or nonprofit partners may be able to assist.

Where to Find Help

You may qualify for support from a variety of sources:

• Federal Agencies: Including the SBA and HUD-funded programs such as the Community Development Block Grant-Disaster Recovery (CDBG-DR) program

• State and Local Governments: May offer landlord- or housing-specific recovery support through emergency management or economic development offices

• Nonprofit & Faith-Based Groups: Organizations like United Way, the Red Cross, or local housing coalitions may offer targeted resources

• Business and Housing Support Networks: Local housing authorities, landlord associations, or SBDCs can provide technical help, coaching, or workshops

What You’ll Likely Need to Apply

Each program is different so always check with the program. Below are examples of common application requirements meant to reduce fraud, waste, and abuse and make sure that limited recovery resources go to disaster survivors in need:

• Government-issued ID

• Proof of property ownership (e.g., deed, tax bill, mortgage statement)

• Lease agreements or tenant rosters

• Photos of damage and contractor estimates

• Insurance claim documents

• Business or rental income records (e.g., tax returns, rent rolls, profit/loss statements)

Best Practice

• Keep all your recovery-related paperwork in a dedicated folder—physical or digital—and make copies before submitting anything.

• Apply as soon as possible, even if you’re unsure whether you qualify. Many programs have deadlines, and it’s easier to withdraw an application later than to start late or miss out because the application deadline passed. 

• If you’re denied, ask for the reason in writing—some programs allow you to appeal or reapply with more documentation.

 

Resources
View All Resources

Take a close look at how the disaster has affected your business financially. Understanding your current position will help you make informed decisions about what’s feasible in the short and long term.

• Update your business budget to reflect reduced income or increased operating costs due to the disaster.

• Assess income disruptions, including suspended services, lost customers, or delays in receivables.

• List all recovery-related expenses to date, such as cleanup, emergency payroll, temporary relocation, or security.

• Check available financial resources such as operating reserves, lines of credit, or existing capital.

• Monitor cash flow carefully to avoid overextending resources while essential functions are restored.

Best Practice

Use a simple spreadsheet or accounting software to categorize expenses and track cash availability. This will also support future decision-making and help you stay organized.

Identify Operational Needs

Once you have a clearer picture of your finances, assess what your business needs in order to recover and operate effectively—even in a limited capacity.

• Staffing: Determine if you need to rehire, bring back furloughed workers, or shift responsibilities based on available staff.

• Inventory and Supplies: Evaluate what needs to be restocked or replaced to continue serving customers.

• Equipment and Tools: Identify damaged or missing tools essential for operations. Start sourcing vendors or price replacements.

• Marketing and Client Communication: Outline a strategy to reconnect with your customers, share reopening information, and rebuild trust.

• Vendor and Supplier Relationships: Reach out to assess their operational status and renegotiate delivery schedules or payment terms if needed.

Best Practice

Prioritize activities that restore revenue-generating functions first, then build toward long-term resilience improvements like digitizing systems or diversifying supply chains.

Resources
View Business Recovery Resources
View Financial Resources

Navigating disaster recovery as a landlord often involves difficult financial decisions—from managing property debt to negotiating with lenders or addressing tenant lease issues. Professional support can help you make informed, sustainable choices as you stabilize your rental business.

Meet with a Financial Advisor or Property Management Counselor

A qualified financial expert or housing-focused counselor can help you:

• Review Mortgage and Loan Options: Understand repayment terms, deferment opportunities, or refinancing options for property loans or lines of credit.

• Adjust Your Financial Plan: Update your property budget to reflect reduced rental income, unexpected repair costs, or added maintenance needs.

• Evaluate Long-Term Sustainability: Project future income, recovery timelines, and operating costs to determine whether to repair, sell, or reposition your property.

• Identify Financial Risks Early: Spot red flags such as cash flow gaps, missed payments, or declining reserves so you can take proactive steps.
  
  

Best Practice

Look for professionals familiar with real estate recovery or disaster-impacted rental operations. Local Small Business Development Centers (SBDCs), housing agencies, and nonprofit groups often provide free or low-cost financial advice.

Seek Legal Guidance if Needed

Disasters can create or expose legal complications—especially around leases, insurance claims, or tenant disputes. Legal counsel can help you navigate:

• Lease Modifications and Tenant Disputes: Clarify your obligations around rent abatements, lease terminations, or habitability claims.

• Insurance Coverage Questions: Understand what’s covered, how to appeal a denial, or how policy language may affect your recovery.

• Contractor and Repair Agreements: Review contracts before signing or committing to large-scale recovery work.

• Property Ownership and Liability: Ensure you’re protected from liability during tenant displacement, repair delays, or third-party work on site.
  
  

Best Practice

Prepare ahead by listing specific questions and bringing relevant documents—like leases, insurance policies, or inspection reports. Many bar associations and nonprofit legal services offer free consultations for disaster-affected property owners.

Resources
View Financial Resources
View Legal Resources

After a disaster, it may seem quicker or cheaper to handle repairs on your rental property yourself—or with the help of friends, family, or hired labor. While this approach may work for minor fixes, it comes with serious responsibilities. Any work you perform must meet local building codes, follow safety regulations, and be properly documented to maintain your eligibility for insurance claims, SBA loans, or disaster recovery assistance.

What to Consider

• Know What’s Allowed: As the property owner, you're responsible for ensuring any repairs you make meet local legal and safety standards. Tasks involving structural elements, electrical, plumbing, or gas lines typically require a licensed contractor.

• Permits Are Still Required: Many repairs—especially those involving building systems—require permits, even if you’re doing the work yourself. Unpermitted work can cause inspection failures, delay tenant re-occupancy, and affect your ability to sell or refinance the property later.

• Documentation Matters: If you’re applying for insurance reimbursement or assistance through FEMA, SBA, or HUD programs, undocumented repairs may not be accepted. Keep detailed records of all work to protect your eligibility. If receiving assistance, it is important to understand potential duplication of benefits (DOB) impacts, along with funding sources included in DOB determinations (see Step 2.2 Identify and Apply for Additional Assistance above for more details).

• Consider Time and Safety: Disaster damage often creates unstable or hazardous conditions. If you're unsure about materials, processes, or safety risks (like mold or structural damage), consult a licensed contractor before starting.

Steps to Take

• Check Permit Requirements: Contact your local permitting office to confirm which repairs require permits and inspections—even if you're doing the work yourself.

• Keep All Receipts: Save receipts for tools, materials, equipment rentals, and protective gear. These may be necessary for reimbursement or to show compliance.

• Track Progress: Maintain a written log of all repairs—what was done, by whom, when, and what materials were used. This helps verify labor and supports future inspections or audits.

• Take Photos: Photograph the damage and each stage of repair. Use time-stamped photos that clearly show the condition before, during, and after work—especially in tenant living areas or high-cost repairs.

• Put Safety First: Wear protective gear, follow all safety protocols, and never work in structurally compromised or contaminated areas without professional help. Your personal safety and legal liability are at stake.
  
  

Best Practice

Before starting major repairs, consult your local building department or a licensed contractor. They can help you determine what requires permitting, advise on timelines, and ensure the work supports your long-term recovery goals. Doing the work correctly and legally now will help you avoid costly delays, protect your investment, and get your tenants safely back in their homes.

If your rental property has sustained major damage—especially to structural, electrical, or plumbing systems—hiring a licensed, insured contractor is often the safest and most efficient path to recovery. A qualified contractor can help you navigate building codes, secure permits, and complete repairs that meet both legal and professional standards. Most insurance policies and disaster recovery programs (like FEMA, SBA, or state grant programs) require licensed professionals to perform work in order for costs to be eligible for reimbursement.

Key Considerations Before You Hire

• Licensing and Insurance:  The contractor you choose must be registered with the state and may need to be licensed to work in your city or county, depending on where you live in Colorado. Work with your local building or development department to understand the requirements specific to your project. Work with contractors that carry general liability and workers’ compensation insurance. This protects both you and the workers in case of accidents or damage during construction. If you aren’t sure they have this, ask for copies of their licenses and certificates of insurance. Contact the insurance producer or company identified on the certificate of insurance (COI) to verify coverage is in effect and the COI is valid.

• Clear, Itemized Estimates: Ask for a clearly written estimate that breaks down the cost of materials, labor, permits, and additional fees. Avoid contractors who offer vague, flat-rate pricing without itemized details. Your insurer will also require this level of detail.

• Permits and Inspections: Many types of work—especially rebuilding or major system repairs, plumbing, and electrical work—require permits and city inspections. Be sure your contractor understands and agrees to follow all local permitting rules. You may also need inspections at different stages to maintain eligibility for recovery programs.

• Timeline and Communication: Delays can impact tenant return, rental income, and your overall recovery timeline. Request a written schedule that outlines project milestones, expected completion dates, and how unforeseen issues will be handled.

Steps to Take When Hiring

• Get Multiple Bids: Reach out to at least three licensed contractors—ideally those with experience in disaster recovery and rental properties. Compare bids not only on price but also scope of work, approach, and timelines.

• Verify Credentials: Use your state’s contractor licensing board to confirm licenses are active and in good standing. Check for complaints, violations, or unresolved claims.

• Use a Formal Contract: Never proceed without a signed agreement. It should clearly define the work to be done, payment terms, timelines, materials, warranty information, and how changes or disputes will be managed.

• Follow Safe Payment Practices: Avoid paying large sums up front, this opens you up to scams and limits your control over the project. A common payment schedule particularly for smaller projects, residential remodeling, and home improvement jobs involves three parts: one-third at the start of the job, one-third at the midpoint, and one-third upon final inspection and completion. Larger projects often use progress payments (monthly or by milestone) to ensure payments line up with progress, with 5-10% retainage held until final inspection, walkthrough, and punchlist items are satisfactorily complete. Keep receipts for all payments and only pay for work that has been completed.

• Check Disaster Recovery Experience: Contractors who have worked with FEMA, SBA, or insurance-funded rebuilds often understand the documentation and compliance needed to avoid funding delays.
  
  

Best Practice 

Remain engaged throughout the repair process. Do regular walk-throughs, take time-stamped photos of progress, and keep written notes of all communications. Notify tenants of progress, delays, and if temporary location may be required. Save copies of contracts, estimates, invoices, permits, and inspection reports.

Thorough documentation will protect your interests if issues arise—and is essential for proving compliance and securing reimbursement through insurance or recovery programs. 

After a disaster, community-based volunteer groups often step in to help with cleanup and light repairs. These may include faith-based organizations, local nonprofits, or national recovery networks. For landlords—especially those with limited coverage or unexpected repair costs—volunteer assistance can be a valuable resource in restoring rental properties and stabilizing income.

While the labor may be free, you’re still responsible for ensuring all work meets building codes, safety standards, and documentation requirements—especially if you plan to file insurance claims or apply for SBA or other recovery assistance.

Important Considerations for Landlords

• Trusted Organizations Only: Volunteers should be affiliated with recognized groups that have training, safety protocols, and insurance coverage. Avoid accepting help from individuals who show up without identification or who aren’t connected to an official organization.

• Affiliations: Many disaster response organizations are branches of faith-based groups. If they are a member of Colorado Voluntary Organizations Active in Disaster (COVOAD), or National Voluntary Organizations Active in Disaster (NVOAD), they have pledged to provide their help within the community regardless of a survivor’s religious affiliation, and that they will not discriminate in their assistance. 

• Understand What Volunteers Can Legally Do: While volunteers can assist with debris removal, light demolition, or basic non-structural repairs, tasks involving electrical, gas, plumbing, or structural work typically require licensed professionals. Never allow unqualified individuals to perform technical or hazardous repairs.

• Communicating your needs: Some organizations may be able to provide tailored  support in certain circumstances. If you identify with one of the below groups, consider mentioning it so organizations can better tailor their support to your needs and circumstances.

  • Older adults

  • People with disabilities

  • Low-income households

  • Families with young children

  • Individuals without other forms of support
    
    

Steps to Take When Using Volunteer Labor

1. Ask Key Questions Before Work Begins

• What services do your volunteers provide?

• Are you working with a local or state recovery agency?

• Do you follow safety and liability procedures?

• Will you document the work completed in writing?
  
  

2. Keep Thorough Documentation

• Maintain a written log of dates and start/end times, tasks performed, and volunteer names or organization contacts.

• Take time-stamped photos before, during, and after any work.

• Note any materials used or provided by the volunteers.
  
  

3. Request a Summary of Work Completed

• Ask for a signed letter or report from the volunteer group describing the assistance provided. Include this in your recovery file alongside receipts, photos, and permits.

Best Practice

Even though volunteers aren’t being paid, the work they perform should be treated with the same level of care as a licensed contractor. Poorly documented or unpermitted work can lead to inspection delays, insurance denials, or safety issues for future tenants.

By staying involved, documenting each step, and confirming that all work is compliant and safe, you can ensure that volunteer support contributes meaningfully to your recovery—without putting your property, tenants, or future funding at risk.

 After a disaster, landlords—like many property owners—are especially vulnerable to fraud. Scammers often target those trying to repair damage quickly, posing as contractors, inspectors, or even government officials. They may promise fast fixes, emergency funding access, or guaranteed repairs, only to disappear with your money or leave behind substandard work that fails inspections and disrupts your recovery process.

While the urgency to restore habitability and resume rental income is real, taking time to verify the legitimacy of any offer or service can help protect your property, tenants, and finances from serious setbacks.

Common Red Flags to be Aware of:

• Demands for Full Payment Upfront: Be cautious of anyone requiring full payment—especially in cash—before starting work. Most reputable contractors follow a phased payment schedule tied to project milestones.

• Unsolicited Offers: Avoid people who show up uninvited, claiming to be “in the neighborhood” with a limited-time deal. Professional contractors typically don’t solicit door-to-door after a disaster.

• Impersonation of Officials: Scammers may claim to be from FEMA, your insurance company, or local government agencies to access personal or business information. Real officials will always have identification and will never charge for inspections or applications.

• No Contract or License: If someone avoids providing a written estimate, proof of license, or clear work plan—walk away. This is a major red flag for fraudulent behavior.

Best Practices

• Verify Credentials: In Colorado, you can often check a business license and/or professional licenses through your city or county government website. Electrical and plumbing contractors are licensed by the state and can be looked up online via DORA by the business or professional’s name. You can also file a complaint via the DORA license lookup tool. 

• Check References and Reviews: Look up contractors on the Better Business Bureau, Colorado Attorney General’s consumer complaint site, or online review platforms. Ask for and contact past clients—ideally other landlords or property managers.

• Use a Written Contract: Before allowing anyone to begin work, get a signed agreement that includes:

  • 1. A detailed scope of work, including permits and passing inspections

    2. Estimated timeline and project phases

    3. Itemized costs

    4. Payment schedule

    5. List of materials

    6. Site access expectations and cleanup responsibilities

    7. Any warranties or guarantees

Protect Sensitive Information: Never share your EIN, banking details, lease documents, or tenant information unless you’ve confirmed the legitimacy of the person or agency requesting them. Obtain tenant approval before providing any of their personal information to a third party.

Best Practices

• Trust Your Instincts: If something feels off, take a step back. High-pressure tactics, unclear paperwork, or vague explanations are strong signs to pause.

• Double-Check Identity: Contact agencies directly—such as FEMA, the SBA, or your local building department—to verify the identity of someone claiming to represent them.

• Report Suspicious Activity: If you suspect fraud, contact:

  • 1. Your local permitting office

    2. The Colorado Division of Professions and Occupations

    3. A Disaster Recovery Center (DRC)

    4. Local police or the Attorney General’s office

Protecting yourself from fraud ensures you maintain control over your property’s recovery timeline, avoid costly mistakes, and remain eligible for assistance programs that may require detailed documentation and contractor verification. 

Long-term recovery programs are designed to help property owners who still face unmet needs after exhausting insurance, short-term aid, or other initial resources. Long term recovery assistance for major repairs and rebuilding usually becomes available after short-term and emergency programs have ended. It may take time to start because special funding must be approved, and programs need to be set up.

Long term recovery programs are typically disaster-specific and get stood up on a case-by-case basis depending on the level and types of damages. For large federally declared disasters, long-term recovery programs are often funded in partnership by the U.S. Department of Housing and Urban Development (HUD) and the state and local governments. Regardless of federal declarations, programs may also be stood up by philanthropic organizations, the state, local governments, and others for specific purposes and types of assistance. 

These programs are designed to help communities rebuild in ways that are safe, strong, and fair—especially for people who may not have the resources or support to recover, and may have income eligibility requirements.

What Assistance May Include

For landlords, long-term recovery support often, but not always, is in the form of loans and may cover:

• Major repairs or reconstruction of damaged rental units or buildings to return them to rental properties 

• Replacement of appliances, furnishings, or systems essential for tenant habitability

• Property upgrades that improve resilience (e.g., floodproofing, HVAC replacement, or energy efficiency)

• Assistance with relocation if your property is no longer safe or viable in its current location

• Support for reestablishing rental operations, such as digital tools or business continuity planning

• Implementing hazard mitigation strategies (e.g. wildfire or flood mitigation)

What You’ll Need to Apply

Once programs open, be prepared to submit:

• FEMA determination letter (including denial, if applicable)

• SBA loan documentation, including any applications or decision letters

• Insurance claim summaries or denial notices

• Proof of property ownership and use as a rental at the time of the disaster (e.g., deed, leases, business license, or tax records)

• Damage documentation, including time-stamped photos and contractor estimates

• Receipts and invoices for any repairs already completed

• Evidence of lost rental income, if applicable

Keep both digital and printed copies of these materials organized in a central location for easy access during the application process.

Colorado State-Funded Programs

In some cases, Colorado may provide state-funded housing recovery assistance on a disaster-by-disaster basis. These programs may be supported by state emergency funds, philanthropic partnerships, or community foundations.

Colorado state programs may offer:

• Support through local recovery navigators or case managers

• Referrals to partners who can assist with construction, materials, or volunteer labor

• Support of voluntary organizations, 2-1-1- and others providing direct support to survivors 

• Programs designed based on specific disaster circumstances 

Small Business Administration (SBA) Programs

Despite the name, even if you do not have a small business, SBA assistance may be available to you. SBA provides Home and Personal Property Disaster Loans to individuals and families (including homeowners and renters) after a disaster. These are low-interest, long-term loans that provide borrowers with favorable terms. Unlike some other assistance, these are loans and not grants and must therefore be repaid. These loans can help ensure you have funding available to continue to pay bills while reimbursements and insurance settlements get finalized or provide a source of credit with more favorable terms than many other lines of credit, such as credit cards. This assistance can be provided in some cases even if the President has not issued a federal disaster declaration, though it does require SBA approval on a disaster-by-disaster basis. 

HUD Community Development Block Grant Disaster Recovery (CDBG-DR) Programs

HUD’s CDBG-DR assistance is available only if Congress passes a law and provides funding for it on a case-by-case basis after the President issues a Major Disaster Declaration. As a result, it can take years to become available and is never guaranteed. If approved, funds from Congress are prioritized by local communities for projects that address long term economic revitalization, infrastructure recovery, and housing recovery. The exact programs and levels of assistance are determined based on the assessment of unmet needs and community prioritization across these three recovery areas. By law, the programs funded by this assistance have to primarily benefit low and moderate income communities. 

What to Keep in Mind

• These programs are not immediate. Long-term recovery assistance can take several months—or longer—to roll out.

• Funding is often limited. Not all applicants will qualify, and priorities may be based on income, location, severity of damage, and unmet need.

• Stay informed. Sign up for recovery updates from your local government  and the Colorado Department of Local Affairs to know when programs open.

• Don’t wait to plan. Begin gathering documentation and exploring your options now, even if the program isn’t open yet.

Long-term recovery programs offer you an opportunity not just to rebuild, but to improve. With the right planning, you can make your property safer, more sustainable, and better prepared for future risks.

Resources
View Repair and Rebuilding Resources

As a landlord, your long-term recovery isn’t complete until repairs are finalized, insurance and assistance claims are closed out, and your property records are fully updated. Once repairs or rebuilding are complete, ensure the contractors confirm all work meets local building codes. These final steps protect your investment, ensure your rental units are safe and code-compliant, and position you for future leasing, refinancing, or emergency planning.

Complete Repairs or Rebuilding

Once construction or repairs are done, make sure all work meets local building codes and passes final inspections. Contact your local building department to schedule and confirm permit closure.

Keep the following documentation in your property management records:

• Final inspection reports and permit closures

• Contractor warranties for labor and materials

• Product warranties for installed systems or appliances

• Final scope of work and change orders

• Paid invoices and payment records for each contractor or vendor

• Address any lingering issues as soon as possible—especially if they fall within warranty coverage.
  
  

Close Out Assistance and Insurance Claims

Make sure you have submitted all required documents to any recovery programs or insurers involved. This may include:

• Proof of completed repairs

• Final receipts and invoices

• Before-and-after photos showing damage and repairs
  
  

If any claims were denied or paid at a reduced amount, check if an appeal or reconsideration is possible—many programs allow for additional documentation to be submitted.

Also consider meeting with a tax professional to understand how grants, insurance payouts, or disaster losses may affect your taxes, including potential deductions or reporting requirements.

Update Ownership and Insurance Records

Once recovery work is complete:

• Notify your local property assessor if repairs or upgrades significantly changed your property’s value

• Update ownership records if the property was transferred due to inheritance, legal restructuring, or other changes during the disaster

• Contact your insurer to review coverage and ensure your policy reflects the updated property value, features, and any new mitigation efforts (like floodproofing or energy upgrades)

• Ask about discounts for improvements that reduce future risk

Maintaining accurate and up-to-date records helps protect your rental property, supports eligibility for future assistance, and ensures smoother leasing and compliance in the years ahead.

Resources
View Repair and Rebuilding Resources

Once your rental property is ready to welcome tenants back—whether all at once or in phases—it’s important to communicate clearly with residents, prospective renters, vendors, property managers, and community partners. Timely, transparent updates help rebuild trust, set expectations, and show that you're actively managing recovery.

This is especially critical if there’s been an extended vacancy, changes to unit availability or rent policies, or improvements made for safety and habitability.

Best Practices for Reopening Communication

• Use Multiple Channels: Announce reopening through email, text, and posted notices in common areas or nearby community centers. Update your website, rental listings, and platforms like Zillow or Apartments.com. If you manage multiple properties, consider using a tenant portal or property management software to streamline updates.

• Be Clear and Consistent: Let tenants and applicants know which units are available, any changes in lease terms, office hours, or policies, and whether there are new safety or maintenance protocols in place.

• Highlight Repairs and Upgrades: If you’ve made improvements during recovery—such as HVAC upgrades, water damage restoration, or energy-efficient appliances—share those details. It signals a commitment to safety, quality, and reinvestment in the property.

• Show Appreciation: Thank tenants for their patience and any partners or vendors who supported the recovery process. A personal message can help strengthen relationships and retain tenants.

• Stay Accessible: Make yourself or your property management team available to answer questions, resolve concerns, and guide tenants through any move-in or return processes.

Once your property is stabilized and tenants are safe, it’s time to shift your focus to long-term preparedness. Strengthening your insurance coverage, documentation, and emergency planning now can help protect your rental income, reduce future disruptions, and safeguard your investment.

Update Your Insurance Coverage

Make sure your property insurance accurately reflects the current condition and value of your rental units—especially if you've completed repairs or made upgrades.

• Notify your agent of changes such as new square footage, layout adjustments, or updated systems like HVAC or plumbing.

• Review your coverage types to ensure protection against local risks, such as flooding, wildfire, or hail. Consider business interruption or loss-of-rent coverage if you don’t already have it.

• Add new assets—such as appliances, outbuildings, or shared tenant amenities—to your policy to ensure full protection.
  
  

Strengthen Emergency and Continuity Plans

Use what you’ve learned from the disaster to improve your preparedness and minimize disruption in the future.

• Review your response efforts: What worked? What didn’t? Use these insights to adjust emergency protocols.

• Identify backup service providers for urgent repairs or utility support, and document contact info for vendors and emergency contractors.

• Create communication plans for quickly reaching tenants during future emergencies. Outline how and when you’ll share updates about safety, repairs, or access.
  
  

Invest in Training and Risk Reduction

Building internal knowledge and strengthening property safeguards will improve your ability to respond swiftly in future emergencies.

• Train property managers or staff on safety procedures, tenant communication, and insurance documentation requirements.

• Digitize your leasing and maintenance records to allow for quicker access and off-site recovery.

• Consider upgrades like fire-safe building materials, flood-resistant landscaping, or security lighting to reduce future risk.
  
  

Back Up Your Critical Records

Protecting your business records is essential for insurance, compliance, and legal protection.

• Keep hard copies of leases, insurance policies, tax records, and tenant communications in a waterproof, fireproof container.

• Store digital copies securely in the cloud and use encryption or password protection to keep sensitive data safe.

• Maintain an off-site backup or portable storage device with essential documents, especially if you manage multiple properties.

Best Practice 

Treat annual insurance reviews, safety drills, and document backups as part of your regular business operations. By maintaining up-to-date plans and records, you’ll be more prepared for future disruptions—and more likely to recover quickly with minimal financial impact.

Long-term recovery isn’t just about restoring your buildings or stabilizing your finances, it’s about supporting the people and community that make your rental property thrive. Whether you manage a single unit or a portfolio of properties, this phase is an opportunity to foster resilience, reconnect with your networks, and contribute to your neighborhood’s renewal.

Support Your Own Well-Being—and Your Team’s

Owning and managing property after a disaster can be overwhelming. Between coordinating repairs, navigating insurance, and supporting displaced tenants, landlords face a unique kind of stress—often while managing their own personal recovery.

If you or your property management team began counseling or stress support during earlier stages, consider continuing that care as you move forward. If you haven’t yet accessed behavioral health services, now is a good time to start. Ongoing support can help you manage burnout, make clear decisions, and remain steady for the tenants and staff who rely on you. Even if you didn’t seek support right away, it’s never too late to start.

Behavioral health services may be available through local clinics, schools, hospitals, or nonprofit organizations. Many areas offer free or low-cost mental health support for disaster survivors, especially if federal or state funding has been activated. If you’re unsure where to begin, contact your local public health department, call 2-1-1, or ask your disaster case manager for a referral. The 988 Colorado Mental Health Line offers free, immediate support 24/7 and can be accessed by calling or texting 9-8-8. See the Mental Health resources link below for additional resources. 

Regularly check in with your team, normalize mental health conversations, and watch for signs of fatigue or distress. Taking care of the people behind your property operations is a critical part of long-term recovery.

Rebuild Your Network and Community Ties

Disasters often shift the landscape—other landlords may exit the market, vendors may relocate, and neighborhood dynamics may change. Staying connected to your professional and community networks can help you adapt and discover new opportunities.

Make time to reconnect with:

• Local landlord associations or housing provider groups

• Property management networks or trade associations

• Contractors, suppliers, and legal or financial partners

• Local chambers of commerce or housing coalitions
  
  

Attend community recovery events or landlord roundtables where you can learn about funding, policy changes, and strategies others are using to rebuild. These spaces can offer practical tools and moral support.

If you’ve relocated your tenants or modified your property use, seek out new networks aligned with your updated goals. Faith-based groups, libraries, schools, local nonprofits, and volunteer organizations often host community events, wellness programs, or recovery-related activities that are open to the public.

Participate in Local Recovery and Planning Efforts

As a landlord, your perspective is important to neighborhood recovery. Local governments often host planning sessions, zoning discussions, or public forums focused on long-term recovery and resilience.

Topics may include:

• Affordable housing development or zoning adjustments

• Infrastructure and neighborhood improvements

• Emergency preparedness and risk reduction strategies

• Grant programs, incentives, or new landlord requirements

Your involvement ensures rental housing providers have a voice in shaping recovery policies—and keeps you informed about changes that could affect your operations.  You’ll also gain insight into what resources are being made available and how to advocate for equity, accessibility, and inclusion in the rebuilding process.

Stay engaged by:

• Signing up for updates from your local government, long term recovery groups (LTRGs) or other community groups that form after the disaster.

• Attending public planning meetings or workshops

• Connecting with Small Business Development Centers (SBDCs), nonprofits, or recovery committees involved in local housing

If you’re unsure where to start, check your city or county website for announcements or reach out to a local community-based organization involved in the recovery effort. Engaging in community recovery not only helps make sure your voice is heard—it also connects you to a larger network of people working toward recovery, shared resilience and renewal.

Best Practice

Don’t go it alone. Recovery takes time, and staying connected—to your team, your tenants, and your community—can make the journey more manageable.

Resources
View Mental Health Resources