Most boards renew their insurance the same way every year without really looking at what changed. This checklist walks your board through every policy type, coverage limit, exclusion, and deductible in one structured annual review. Use it annually, ideally 60 to 90 days before your renewal date.

• 49 checklist items
• 6 sections
• PDF and Word versions

Download your free checklist

What is inside

Work through this checklist with your insurance agent and keep a completed copy in your board records. Start 60 to 90 days before your policy renewal date so your board has time to request quotes and make changes before the policy rolls over automatically.

• Policy Inventory

  Confirm you have the right policies in place: general liability, D&O, property, fidelity, workers' compensation, flood, umbrella, cyber, and catastrophic coverage.

  11 items

• Coverage Limits

  Make sure limits still match your community's actual needs. Construction costs change, property values change, and your coverage should keep up.

  6 items

• Exclusions to Review

  Flag the gaps boards most commonly miss: flood, mold, sewer backup, amenity exclusions, and D&O prior-acts limitations.

  8 items

• Deductibles

  Confirm your reserves can absorb what you owe out of pocket before triggering a special assessment. Check per-occurrence versus per-period structures.

  6 items

• Vendor and Contractor Insurance

  Make sure every contractor carries adequate coverage and names the HOA as an additional insured before work begins on common areas.

  6 items

• Renewal Timeline and Next Steps

  Step-by-step actions to complete 60 to 90 days before renewal, including comparison quotes, agent meetings, and homeowner disclosure.

  8 items plus notes box

Who this checklist is for

This checklist is written for HOA board members who work directly with insurance agents or vendors.

• Board presidents and vice presidents who manage vendor relationships
• Treasurers responsible for reserve fund adequacy and deductible planning
• Secretaries who maintain board records and governing documents
• Any board member who reviews or signs off on contractor agreements

Bring it to your annual policy review meeting and share the vendor insurance section with your property manager. Store the completed checklist in your HOA document library so future boards have a record.