property-management-best-practices
Breaking Down Landlord Insurance Policies: What Every Property Manager Should Know
Zac Maurais
11 minutes
Managing rental properties comes with risks - from property damage to liability claims. Landlord insurance is a must-have for protecting your investment. Here’s what you should know:
Want to avoid financial exposure? The right landlord insurance ensures you’re covered for unexpected events while safeguarding your income and assets.
This type of coverage protects your rental property's structure and certain features from risks like fire, severe weather, or criminal activity. It also extends to structures like detached garages, storage sheds, and even equipment such as lawn mowers or snow blowers [2].
Liability protection helps cover legal costs and medical expenses if someone gets injured on your property. This can be crucial if you're faced with lawsuits related to property conditions or accidents.
Coverage Component
What It Protects
Legal Expenses
Attorney fees, court costs, settlements
Medical Payments
Immediate medical expenses for injured parties
Property Damage Claims
Third-party property damage caused by covered events
Next, let’s look at how rent loss coverage can safeguard your income during unexpected disruptions.
Also called fair rental value coverage, this protects you against lost rental income if your property becomes uninhabitable due to a covered event. Considering that 41% of rental property owners depend on rental income for more than half of their household earnings [4], this coverage is critical. It typically starts on the day of the loss and continues until repairs are complete or the policy limit is reached [5].
To address specific risks, you can add optional coverages to your policy:
These additional options help ensure you're prepared for a wide range of potential risks.
Choose a policy that suits the specific risks associated with your property.
Insurance for single-family homes comes in three levels:
Policy Type
Coverage Details
Claim Settlement
Best For
DP-1 Basic
Covers named perils like fire, lightning, and internal explosions
Actual Cash Value
Older homes or properties in risk-prone areas
DP-2 Broad
Adds coverage for vandalism, ice damage, and burglary
Replacement Cost
Typical rental properties
DP-3 Special
Covers all risks except listed exclusions (open peril)
Replacement Cost
High-value or newer rental properties
The DP-3 policy provides the most comprehensive protection, costing about 15% more than standard homeowners insurance [3]. Its broader coverage and replacement cost settlement often make it worth the extra expense [7].
Now, let’s look at insurance options for multi-unit rentals like apartment buildings.
Multi-unit properties, like apartment buildings, require specialized insurance to address their unique risks. Typically, commercial landlord insurance or a Business Owner's Policy (BOP) is the best choice [9].
Key features of these policies include:
Premiums for apartment building insurance can vary widely. Installing modern security systems and keeping safety equipment up to date can help reduce costs [8]. Additionally, requiring tenants to carry renters insurance can minimize liability risks and may lower overall premiums [9].
For smaller apartment buildings, a BOP can deliver broad coverage at competitive rates, making it a practical choice for landlords managing fewer units.
These tailored insurance strategies help you effectively handle risks for different property types.
Once you've explored your coverage options, it's time to focus on picking the right insurance provider. Companies like Steadily, biBerk, and Geico each bring something different to the table for property managers.
Provider Criteria
What to Check
Why It Matters
Financial Stability
A.M. Best ratings, years in business
Ensures they can pay claims reliably
Coverage Options
Types of policies, available endorsements
Ensures the coverage fits your needs
Claims Process
24/7 support, online filing options
Speeds up help during emergencies
Customer Service
Response times, dispute resolution
Reflects service quality
Premium Costs
Base rates, discounts available
Impacts your long-term expenses
Steadily is a standout option for landlord insurance, particularly for its strong customer service. Their CEO, Darren Nix, highlights their mission:
"Investing in our carrier will add capacity alongside our MGA programs and step closer to our end goal: saying 'yes' to 95% of the landlords across the country at rates that are sustainable for the industry and affordable for the customer" [10].
To get the best insurance deal, gather quotes from multiple providers. Rates can vary significantly, and sometimes the most unexpected company offers the best value [11].
Here’s how to approach quote analysis:
Be cautious of these red flags when reviewing insurance policies:
Warning Sign
Potential Impact
How to Address
Excessive Exclusions
Limited protection for common risks
Consider upgrading to DP-3 coverage instead of DP-1
Actual Cash Value Only
Lower claim payouts
Opt for replacement cost coverage
Missing Short-term Rental Coverage
Claims denied for vacation rentals
Add a specific endorsement (could raise premiums by up to 100%)
Inadequate Liability Limits
Risk of high legal expenses
Increase coverage to at least $1,000,000
"It's also a good idea to ask about their claims process: Who do you call when there is a claim? What ways can you file a claim?" [11].
Knowing what affects your insurance premiums can help you save money. One of the simplest ways to cut costs is by raising your deductible. For example, increasing your deductible from $500 to $1,000 can lower your annual premiums by 20–25% [12]. Just make sure you have enough savings set aside to cover the higher deductible if needed.
Strategy
Potential Savings
Key Considerations
Policy Bundling
Discount possible
Combine landlord insurance with other policies like auto or home insurance
Safety Upgrades
Premium reductions likely
Install security systems and smoke detectors
Claims-Free History
Discount possible
Keep a clean claims record to qualify for savings
Higher Deductible
20–25% premium reduction
Ensure you have enough cash reserves for the increased deductible
These cost-saving strategies are not just about saving money - they're a part of managing risks effectively for smoother property operations.
"If you haven't given your insurance a hard look in a while, you could be paying too much, not have enough coverage, or both." – Chuck Bell, Consumer Reports' programs director for advocacy [12]
Once you’ve optimized costs, it’s equally important to ensure your coverage matches your property’s actual value.
To align your coverage with real risks, take time to accurately assess your property's value. This means reviewing local building costs every quarter and conducting an annual evaluation [14].
When evaluating your property's value, keep these distinctions in mind:
"Insurance to value measures how your property's insurance coverage compares to its actual replacement cost. When you understand this relationship, you can secure enough coverage to rebuild or replace your property after a total loss." – The Archipelago Team [14]
To keep your valuations accurate, document any property improvements, including:
Accurate valuations not only help you avoid overpaying for insurance but also ensure you’re properly covered in case of a loss.
When deciding on deductibles and coverage limits, consider the following factors:
Landlord insurance can cost over 25% more than homeowners insurance for the same property [15]. This makes strategic decisions about coverage limits even more critical.
For example, adding a $1 million umbrella policy generally costs $250 to $300 annually [12]. This additional coverage can be a smart choice, especially for landlords managing multiple units or higher-value properties.
To avoid overpaying or underinsuring, aim for coverage that matches 100% of your property's replacement cost [13]. This strategy not only protects your assets but also helps you steer clear of penalties for underinsurance.
Follow these steps to ensure your claim is filed correctly:
You'll need to submit the following documents:
Documentation Required
Purpose
Format Accepted
Incident Report
Describes the event and damage
Written or digital
Photo Evidence
Shows the extent of damage
Digital images or video
Repair Estimates
Supports the claimed amount
Written quotes from licensed contractors
Receipts
Confirms emergency repair costs
Original or digital copies
Once you've completed these steps, focus on maintaining thorough records to support your claim and ensure compliance with legal requirements.
After filing your claim, keeping well-organized records is essential. Develop a system to store:
"If you didn't write it down, it didn't happen" - Markel Specialty [16]
Keep both digital and physical copies of your records. Store physical documents in a fireproof safe and back up digital files regularly. An organized system will make it easier to find what you need, and reviewing your records annually ensures everything stays up to date.
Proper record keeping and documentation also help you meet legal coverage requirements. These include maintaining the minimum insurance coverage required by your state, adhering to deadlines for claim submissions, notifying tenants appropriately, and following any state-specific regulations.
"Your deductions for your rental activities are only as good as the records you keep to back them up." - Stephen Fishman, J.D. [17]
Work closely with an experienced insurance agent familiar with local laws, and review your policy every year to ensure compliance. Keep detailed records of all communications with your adjuster. If you have questions about compliance, consult your insurance professional or your state's insurance department.
Landlord insurance costs about 25% more than standard homeowners insurance, with an average annual premium of $3,251 [19]. This higher cost provides specialized coverage in three key areas:
These policies are designed to help landlords manage risks effectively [1].
To make the most of your landlord insurance, consider the following steps:
Priority
Action Step
Timeline
High
Schedule a full property value assessment
Immediate
High
Review your coverage limits and deductibles
Within 30 days
Medium
Add security features to qualify for discounts
Within 90 days
Medium
Set up tenant screening protocols
Before the next lease cycle
Low
Look into bundling policies with your insurer
During annual review
"When it comes to landlord insurance, you don't want to cut any corners. While you might be tempted to save a few dollars, you might end up paying much more in the long run, especially if you end up being sued or have to deal with property damage." [18]
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