Preparing Your Commercial Property for Winter: A Complete Checklist
Proper winter preparation protects your commercial property, reduces snow removal costs, prevents liability issues, and ensures business continuity. This comprehensive checklist covers everything you need to prepare your property before the first snowfall.
Winter weather can cause significant damage to commercial properties and create safety hazards for employees, customers, and visitors. Proper preparation before winter arrives can prevent costly repairs, reduce snow removal expenses, and minimize liability risks. The Insurance Institute for Business & Home Safety recommends completing winter preparations by late fall to avoid last-minute issues.
This guide provides a systematic approach to winter preparation, covering exterior areas, building systems, safety equipment, and coordination with your snow removal contractor. Follow this checklist to ensure your property is ready for whatever winter brings.
1. Parking Lots and Driveways
Pavement Inspection and Repairs
Damaged pavement creates hazards during winter. Cracks, potholes, and uneven surfaces can cause accidents and damage snow removal equipment. Address these issues before winter to prevent them from worsening.
Pre-Winter Checklist
- Fill all cracks and potholes to prevent water infiltration and ice formation
- Repair uneven surfaces and settling areas that could cause trip hazards
- Mark or repair damaged areas that could damage snow plow blades
- Ensure proper drainage to prevent standing water that freezes
- Clear debris, leaves, and obstructions from parking areas
Marking and Signage
Clear markings help snow removal crews work efficiently and prevent damage to property features. Before winter, ensure all important elements are clearly marked or protected.
- • Mark curbs, islands, and landscaping with visible stakes or reflectors
- • Identify fire hydrants and ensure they're accessible
- • Mark low-hanging obstacles that could be damaged by equipment
- • Install or refresh "No Parking" signs for snow removal zones
- • Mark designated snow storage areas if space is limited
2. Sidewalks and Walkways
Safety Inspection
Sidewalk clearing is critical for preventing slip-and-fall accidents. Prepare walkways to make clearing easier and safer.
Repair Checklist
- ✓ Fix cracked or uneven concrete
- ✓ Repair loose pavers or bricks
- ✓ Address trip hazards
- ✓ Ensure proper slope for drainage
- ✓ Install handrails where needed
Preparation Steps
- ✓ Clear debris and leaves
- ✓ Trim overhanging branches
- ✓ Mark steps and elevation changes
- ✓ Ensure adequate lighting
- ✓ Plan snow storage areas
Legal Requirements
Most municipalities require property owners to clear sidewalks within 24-48 hours after snow stops falling. Coordinate with your snow removal contractor to ensure compliance with local ordinances. Failure to clear sidewalks promptly can result in fines and liability for accidents.
3. Roof and Gutter Systems
Roof Inspection
Heavy snow accumulation can cause roof collapse, especially on flat commercial roofs. A pre-winter roof inspection identifies potential problems before they become emergencies.
Critical Inspection Points
- Structural integrity: Check for signs of sagging, cracks, or structural damage
- Drainage systems: Ensure roof drains and scuppers are clear and functional
- Membrane condition: Inspect flat roof membranes for damage, blisters, or deterioration
- Load capacity: Verify roof can handle expected snow loads for your area
Gutter and Downspout Maintenance
Clogged gutters cause ice dams, water damage, and create falling ice hazards. Clean all gutters and downspouts before winter, and ensure they're properly secured.
4. Building Systems and Utilities
HVAC Systems
- • Schedule professional HVAC inspection and maintenance
- • Replace air filters
- • Test heating systems before cold weather arrives
- • Insulate exposed pipes and HVAC equipment
- • Clear snow accumulation areas around outdoor units
Plumbing Systems
- • Insulate all exposed water pipes
- • Drain and winterize irrigation systems
- • Test backflow preventers
- • Identify and mark water shut-off valves
- • Prepare for potential pipe freeze emergencies
Electrical Systems
Winter weather can stress electrical systems. Inspect outdoor lighting, ensure emergency lighting works, and test backup power systems. Proper lighting is essential for safe de-icing operations and customer safety.
5. Snow Removal Service Coordination
Pre-Season Planning
Coordinate with your snow removal contractor before winter to ensure smooth operations. Review our guide on what to look for in a commercial snow removal company if you're still selecting a provider.
Pre-Winter Meeting Checklist
- Walk the property together to identify special considerations
- Discuss snow storage areas and space limitations
- Review service level agreements and response times
- Establish communication protocols and contact information
- Discuss pretreatment and anti-icing programs if applicable
- Review contract terms and pricing structure
6. Safety Equipment and Supplies
Ice Melt and De-icing Materials
- • Stock adequate ice melt supplies
- • Choose appropriate de-icing materials for your surfaces
- • Store materials in accessible, dry locations
- • Coordinate with contractor on material preferences
- • Understand environmental considerations
Safety Signage
- • "Caution: Icy Conditions" signs
- • "Watch Your Step" warnings
- • Barricades for hazardous areas
- • Directional signage for alternate routes
- • Emergency contact information displays
7. Emergency Preparedness
Emergency Contacts and Procedures
Establish clear emergency procedures before winter arrives. Ensure all key personnel know how to contact your emergency snow removal service and understand escalation procedures.
Emergency Contact List
- • Primary snow removal contractor (24/7 number)
- • Backup snow removal service
- • Property management/maintenance
- • Emergency services (fire, police)
- • Insurance company claims hotline
- • Utility companies
8. Property-Specific Considerations
Retail Properties
- • Ensure customer access during business hours
- • Plan for high-traffic areas
- • Coordinate with delivery schedules
- • Maintain storefront appearance
Warehouse/Industrial
- • Clear loading dock areas
- • Ensure truck access routes
- • Protect outdoor equipment
- • Maintain operational continuity
Municipal Properties
- • Public safety priorities
- • Compliance with regulations
- • Emergency service access
- • Public accessibility requirements
Start Preparing Now
Winter preparation is an investment in your property's safety, functionality, and value. Starting early allows you to address issues before they become emergencies and ensures your property is ready when the first snow falls.
Don't wait until the first storm to realize your property isn't ready. Use this checklist to systematically prepare your commercial property for winter, and coordinate with your snow removal contractor to ensure seamless service throughout the season.