First week

  • Notify the property manager or HOA board in writing, with the date and a short description.
  • Ask whether the master policy carrier has been notified and who the adjuster is.
  • Exchange insurer and adjuster contact details with adjoining owners.
  • Ask the HOA which parts of the building it will repair and which are owner responsibility.
  • Confirm who is arranging board-up and roof tarping for shared roof areas.

Before demolition and rebuild

  • Get written access permission if work must happen from a neighbor's unit or yard.
  • Agree on how utilities shared between units will be shut off and restored.
  • Ask whether the HOA requires its own insurance certificate from your contractor.
  • Check rules on dumpsters, work hours, parking and use of common areas.
  • Ask for the HOA's architectural approval process for exterior materials and colors.

When things get stuck

  • IfThe HOA and your insurer each say the other is responsible for a partThenAsk both for their position in writing, then share each with the other. Your insurer may proceed and sort out recovery later.
  • IfA neighbor will not allow accessThenAsk the HOA manager to help; governing documents sometimes include access provisions for repairs.
  • IfThe HOA's contractor and yours need to work on the same wallThenRequest a joint schedule meeting and agree who does each layer.
  • IfThe board meets infrequently and approvals are slowThenAsk whether the manager or a committee can approve like-for-like exterior repairs between meetings.

Questions for the board or manager

  1. Do you have the original plans or specifications for the party walls and roof?
  2. Will the association assess a master policy deductible, and to whom?
  3. Who signs off on the exterior when work is finished?
  4. How will other owners be kept informed of noise and work schedules?

Why written notes matter here

Townhome rebuilds often run longer than detached homes because each decision crosses several desks. Boards change, managers turn over and adjusters get reassigned. A short email after every phone call, summarizing what was agreed, turns scattered conversations into a record anyone can follow. When a new adjuster or board member asks what happened, you can forward the thread rather than reconstructing it from memory.

Common questions

My unit was only smoke-damaged by a neighbor's fire. Do I need all of this?

Most of it still applies. You will likely deal with the HOA about the shared wall and roof, and with your own insurer and possibly the neighbor's about your interior. Starting the paper trail early costs little.

General information for Westminster, not a quote or professional advice. In an emergency, call 911.