Building Water Emergency Plan: A Free Template for Property Managers

Most building water losses get expensive in the first hour, when staff don't know where the shut-offs are or who to call. This template fixes that. Copy it, fill it in for each property, and keep a printed copy in the security office and the mechanical room. Free to use, share and adapt.

1. Building profile

• Building name, address and corporation / owner number
• Number of floors, suites and underground levels
• Year built and major renovations (plumbing, risers, roof)
• Sprinkler type (wet, dry, pre-action) and fire panel location

2. Shut-off map

List every shut-off with its exact location and a photo:

• Main water service valve and meter
• Domestic cold and hot water risers, by stack and floor
• Sprinkler zone control valves and the fire department connection
• Chilled water / heating loops, make-up water and boilers
• Irrigation and exterior hose bibs (winterize by mid-October in the GTA)

3. Emergency contacts

4. First-hour checklist for staff

1. Safety first. Keep people away from water near electrical rooms, panels and elevators. Call 911 if there's any risk to life.
2. Stop the water. Close the nearest valve that isolates the leak. For sprinklers, only authorized staff should close a zone valve, and the fire panel monitoring company must be notified.
3. Recall elevators away from affected floors if water is entering shafts.
4. Check below. Water travels down. Knock on or enter (per your rules) every suite and room below the source.
5. Protect. Move contents off wet floors, put down absorbent material in hallways, and protect undamaged areas.
6. Call the restoration company and the property manager.
7. Document. Photos and video of the source and every affected area, with times.

5. Resident communication

Keep a short notice ready: what happened, which floors are affected, what residents should do (report water, photograph damage, contact their own insurer), and when the next update will come. Clear, early communication prevents a lot of angry calls.

6. Documentation for the insurer and the board

• Time of discovery and time water was stopped
• Origin of loss (unit, fixture, riser or common element)
• List of affected suites and common areas
• Photos, moisture readings and drying logs per unit
• Invoices and scopes separated by common element, standard unit and owner improvements

7. Prevention schedule

• Monthly: inspect mechanical rooms, sump pits and pumps; test high-water alarms.
• Seasonally: clear roof drains and downspouts; winterize exterior lines before the first hard frost.
• Annually: exercise shut-off valves, inspect risers, and remind residents to replace appliance hoses.

Want us to hold a copy of your building's plan so our crew arrives already knowing your shut-offs and access rules? Registration is free — see our property manager program.