Winter Safety Checklist for Retail and Office Buildings

A Minnesota winter is hard on commercial buildings. Snow, ice and long stretches below zero bring slip-and-fall injuries, frozen pipes, roof damage and heating problems, and any of them can close your doors for days.

This checklist covers the steps that prevent the most common winter losses at retail stores and offices, and the insurance worth reviewing before the cold sets in.

Outside the building

Snow and ice

• Clear sidewalks, parking lots, entrances and ramps before you open, and again during the day as needed.

• Put down salt or sand before the morning rush, not after someone has fallen.

• If you use a snow-removal contractor, get a written contract that says when they plow and salt, and ask for their certificate of insurance.

• If you lease, check your lease for who is responsible for snow and ice removal: you or the landlord.

Keep a snow and ice log

Write down the date, time, what was done (plowed, shoveled, salted) and who did it. Dated photos help too. If someone slips and makes a claim, a record showing regular care is some of the best evidence you can have.

Roof and gutters

• Watch for ice dams and heavy snow buildup, especially on flat roofs.

• Keep gutters and downspouts clear, and make sure water drains away from entrances, where it can refreeze.

• After a big snowfall, check inside for new stains or leaks along the ceiling.

Lighting

• Replace burned-out exterior lights. It gets dark before 5 PM in a Minnesota winter, and poor lighting hides ice.

Inside the building

Entrances and floors

• Use large commercial-grade mats at every entrance and replace them when they're soaked or curling.

• Put out wet-floor signs on snowy days and mop entryways often.

Pipes and leaks

• Keep the heat on, even when the building is closed for a holiday or a long weekend. Many businesses set a minimum temperature for nights and weekends.

• Pipes in exterior walls, unheated back rooms, sprinkler lines and restrooms are the usual trouble spots.

• Know where the main water shut-off is, and make sure more than one person knows.

• Water leak and low-temperature sensors that send an alert to your phone can catch a problem early, especially in a building that's empty overnight.

Heating

• Have the furnace or boiler serviced before the season.

• Replace filters and keep space around heaters and mechanical rooms clear of boxes and stock.

• If you use space heaters, use only commercial-grade units with automatic shut-off, and never leave them running after closing.

Staff and customers

• Train staff to report ice, leaks and spills right away, and to put out signs or block off the area.

• Have a simple incident report form. If a customer or employee falls, write down what happened, when, the conditions, and any witnesses, the same day.

• Test emergency lights and exit signs, and keep exits clear of snow inside and out.

• Keep a first-aid kit stocked, plus flashlights, batteries and blankets in case of a power outage.

Insurance to review before winter

• General liability. Covers injuries to customers and visitors, such as a slip on an icy sidewalk.

• Commercial property. Covers your building (if you own it), equipment and inventory, including damage from a burst pipe or the weight of ice and snow. Check your deductible and any limits on water damage.

• Business income. Replaces lost income if a covered loss forces you to close.

• Workers' compensation. Covers employees hurt on the job, including a fall while clearing snow. Required in Minnesota for most businesses with employees.

• Equipment breakdown. Covers sudden breakdown of heating systems and other equipment, which a standard property policy may not.

If you've renovated, added staff, added equipment or changed what you do this year, tell your agent so your coverage keeps up.

Quick checklist

Daily (during snow and ice):

• Clear and salt walks, lot and entrances

• Dry entryways and swap wet mats

• Log what was done and when

Weekly:

• Check roof, gutters and downspouts for ice buildup

• Walk the building for leaks and cold spots

Start of the season:

• Service the heating system

• Confirm your snow contractor and their insurance

• Test leak and temperature sensors

• Review your insurance

Quarterly:

• Test emergency lights and exit signs

• Restock first-aid and emergency supplies

FAQ

Who is responsible for clearing snow in front of my business?

It depends on your city's rules and your lease. Many cities require property owners or occupants to clear public sidewalks within a set time after snowfall. Check your city's ordinance and your lease.

Does insurance cover a burst pipe?

Sudden water damage from a burst pipe is usually covered by commercial property insurance. Damage from a slow leak, or from pipes freezing because the heat was turned off, may be limited or excluded. Check your policy.

Does general liability cover a customer who slips on ice?

Usually, yes. That's what general liability is for. Good snow and ice records make the claim easier to defend.

What if my snow removal contractor misses a day and someone falls?

You can still be named in a claim. That's why it matters that the contractor has its own liability insurance and that your contract spells out their responsibilities.

Want a quick winter coverage check? Call City Insurance and Financial Services at (763) 582-1888 or contact us. You can also apply online for a BOP or general liability.

City Insurance and Financial Services, Minnetonka, MN.