Create one plan per property that names the manager contact, backup contact, tenant update channel, county emergency-management page, alert signup, and evacuation-zone lookup. Send preparation information before a storm threatens, then use current county instructions for any evacuation or shelter message. Do not turn a landlord update into an unofficial forecast or promise of safety. [1] [2] [3]
Build a property card before forecasts change
Florida’s Division of Emergency Management says each county has an emergency-management program and directs residents, businesses, and visitors to county sources for current local information. It also recommends knowing the evacuation zone, making a plan, and signing up for local alerts. [1]
- Property address and county, including the unit or building name tenants recognize.
- County emergency-management homepage, local alert signup, and official evacuation-zone lookup.
- Primary manager contact, backup contact, and the channel that will carry property updates.
- Who handles each property task, such as checking vacant units or arranging post-storm inspection, subject to official safety restrictions.
- A note that evacuation orders, shelter openings, and return guidance come from public authorities, with a direct link to the current county source.
Keep the card specific to one property. A statewide preparedness page is useful background, but a tenant needs the county source and the zone lookup that apply to the address.
Use three messages for three different jobs
| Message | What it should accomplish |
|---|---|
| Quiet-season setup | Share the county links, verify contact details, explain the property update channel, and ask tenants to make their own household plan. |
| Storm-specific update | Name the date and time, link to the current county instructions, state any confirmed property step, and say when the next update is expected. |
| After-storm check-in | Wait for official access guidance, ask tenants to report conditions without taking risks, and separate urgent hazards from routine damage documentation. |
The plan should identify who sends each message and who covers if that person is unavailable. It should not tell tenants to ignore or reinterpret a government evacuation instruction.
Miami-Dade example: link the zone and the live order
Miami-Dade’s hurricane page links residents to county alerts, emergency evacuation information, and the Storm Surge Planning Zone tool. Its alert service sends emergency information and recommended protective actions by text or email. [2]
The county explains that evacuation orders are issued by zones or parts of zones. It also warns that not every evacuation center opens for every emergency; current openings are announced after an evacuation is issued. A prepared message can link the planning-zone finder, but a storm-specific message must point to the current order and open-center information. [3]
Illustrative message: “Property update, September 10 at 9 a.m.: we are monitoring Miami-Dade County instructions for 123 Example Street. Check your household’s storm-surge planning zone at the county link below and follow any current evacuation order. We will use this message thread for confirmed property updates. Our next update is scheduled for 3 p.m., or sooner if the county issues new instructions.” The address, date, and time are fictional; replace them with current facts.
Review the plan without pretending it predicts the storm
- Open every county link and confirm it still reaches the intended page.
- Verify the property’s recorded county and evacuation-zone result against the official tool.
- Test the primary and backup contact paths without sharing tenants’ private information broadly.
- Remove old shelter locations, storm names, and copied instructions from reusable templates.
- Keep operational property messages separate from official forecasts, evacuation decisions, and emergency services.
A communication plan creates a reliable path to current information. It does not guarantee delivery, property access, utility service, or safety during a hurricane. For an active emergency, use current government instructions and call emergency services when appropriate.
Sources
- Plan & Prepare — Florida Division of Emergency ManagementSource checked Sep 10, 2026.
- Hurricanes — Miami-Dade CountySource checked Sep 10, 2026.
- Emergency Evacuations — Miami-Dade CountySource checked Sep 10, 2026.
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