Seasonal Property Risks for Office Buildings (Winter & Summer Guide)

Introduction

Office buildings face very different risks depending on the season. In winter, freezing temperatures, storms and shorter daylight hours can increase the likelihood of escape of water, roof damage and slip incidents. In summer, heat, drought, and higher building occupancy patterns can raise the risk of fire, equipment overheating, and water supply issues.

This guide breaks down the most common seasonal property risks for office buildings and what you can do to reduce disruption, protect your assets, and keep your insurance position strong.

Why seasonal risk management matters for offices

Seasonal planning is not just “good housekeeping”. It can:

• Reduce the frequency and severity of claims (especially escape of water and storm damage)

• Help avoid business interruption from building closures, repairs, or loss of utilities

• Support compliance with health and safety duties (e.g., safe access/egress, contractor management)

• Strengthen your insurance presentation at renewal (insurers like evidence of maintenance and controls)

Winter property risks for office buildings

1) Escape of water and frozen pipes

What happens: Frozen pipes can split, joints can fail, and thawing can lead to sudden leaks. Unoccupied areas (basements, plant rooms, voids, and rarely used toilets/kitchens) are particularly vulnerable.

Common triggers:

• Heating turned down too low overnight or during holidays

• Poor insulation in roof voids, external walls, or service risers

• Failed trace heating or frost protection controls

• Lack of regular checks in low-traffic areas

Prevention checklist:

• Keep background heating on during cold spells, including over weekends and holiday closures

• Insulate exposed pipework and tanks, especially in lofts, basements and external walls

• Test frost thermostats, trace heating and BMS (building management system) alarms

• Identify and label the location of stopcocks and isolation valves; make sure staff can access them

• Consider leak detection and automatic shut-off valves in high-risk areas

• Carry out regular “out of hours” inspections during severe weather

Insurance tip: Many policies require reasonable precautions and may have conditions around heating, inspections, or unoccupancy. Document your checks.

2) Storm damage (wind, rain, and fallen debris)

What happens: High winds can damage roof coverings, flashing, gutters, signage, and rooftop plant. Heavy rain can overwhelm drainage and cause internal water ingress.

Prevention checklist:

• Arrange pre-winter roof inspections (including flat roof membranes, joints, and parapets)

• Clear gutters, downpipes and gullies; check for blockages after storms

• Secure external signage, loose cladding panels, and rooftop equipment

• Trim trees and remove dead branches near the building and car parks

• Review contractor call-out arrangements for emergency tarping and water extraction

3) Roof loading and snow/ice hazards

What happens: Snow accumulation can increase roof load, while freeze-thaw cycles can worsen small defects. Ice can also create hazards at entrances and in car parks.

Prevention checklist:

• Know your roof type and loading limits; have a plan for snow clearance if needed

• Prioritise safe access routes: entrances, steps, ramps, and pedestrian walkways

• Use grit bins and documented gritting schedules

• Ensure exterior lighting is working (shorter daylight hours increases slip/trip risk)

4) Power outages and heating failures

What happens: Storms and cold snaps can lead to grid issues, burst pipes from heating failures, and disruption to IT systems.

Prevention checklist:

• Test emergency lighting and backup power (UPS/generators) where installed

• Review maintenance for boilers, pumps, and controls before winter

• Ensure server rooms have adequate temperature monitoring and alarms

• Keep a business continuity plan for temporary relocation or remote working

5) Increased fire risk from temporary heaters and electrical load

What happens: Portable heaters, overloaded extension leads, and increased electrical demand can raise fire risk.

Prevention checklist:

• Avoid portable heaters where possible; if used, enforce clear rules and safe distances

• Inspect fixed heating systems and electrical distribution

• Keep combustibles away from plant rooms and electrical cupboards

• Confirm fire doors close properly and are not wedged open

Summer property risks for office buildings

1) Fire risk during hot, dry conditions

What happens: Hot weather can dry out landscaping and external waste areas. Smoking materials, hot works, or arson can lead to rapid fire spread.

Prevention checklist:

• Keep external waste bins locked and positioned away from the building

• Increase housekeeping around paper storage, packaging, and general waste

• Review smoking areas: provide metal bins and keep them away from combustibles

• Tighten hot works controls (permits, fire watch, and post-work checks)

2) Overheating of plant, IT, and electrical systems

What happens: Air conditioning failures, high ambient temperature, and dust build-up can cause equipment to overheat, leading to breakdown or fire.

Prevention checklist:

• Service HVAC systems ahead of peak summer demand

• Clean filters and check condensate drainage to prevent leaks

• Monitor server rooms with temperature alerts; ensure redundancy where possible

• Avoid blocking vents and ensure adequate airflow around equipment

3) Water supply issues, leaks, and subsidence-related movement

What happens: Drought conditions can cause ground shrinkage, increasing the risk of subsidence in susceptible areas. Water restrictions can also affect building services.

Prevention checklist:

• Understand local subsidence exposure (especially clay soils)

• Look for early signs: new cracks, sticking doors/windows, uneven floors

• Maintain consistent moisture around the building; avoid sudden changes in watering patterns

• Fix leaking drains and pipework promptly (water can also contribute to ground movement)

Insurance tip: Subsidence claims can be complex and may involve higher excesses. Early reporting and good records help.

4) Storms, flash flooding, and surface water

What happens: Summer storms can bring intense rainfall that overwhelms drainage, particularly in urban areas.

Prevention checklist:

• Inspect and clear gullies, gutters and drainage channels before storm season

• Consider flood barriers for vulnerable entrances or basement access points

• Store critical items above floor level in basements and ground-floor storage rooms

• Review sump pumps and alarms; test them and keep maintenance logs

5) Security risks during holiday periods

What happens: Offices may be quieter during summer holidays, increasing the risk of theft, malicious damage, or unnoticed leaks.

Prevention checklist:

• Review unoccupancy procedures and inspection frequency

• Ensure intruder alarms, CCTV and access control are tested and maintained

• Remove high-value portable equipment from open-plan areas

• Make sure contractors and cleaners follow lock-up procedures

Seasonal maintenance plan (simple framework)

A practical way to stay on top of seasonal risk is to run a “90-day cycle”:

Pre-winter (September to November)

• Roof inspection and minor repairs

• Gutter and drainage clearance

• Heating system servicing and frost protection testing

• Review leak detection, stopcock access, and emergency contacts

• Update gritting plan and order supplies

Winter (December to February)

• Increase inspections during cold snaps and storms

• Monitor temperature in vulnerable areas

• Keep entrances safe and well-lit

• Record all checks and contractor visits

Pre-summer (March to May)

• HVAC servicing and filter changes

• Review hot works controls and fire risk assessment actions

• Check external waste storage and security

• Inspect drainage for summer storm readiness

Summer (June to August)

• Monitor plant and server room temperatures

• Maintain security during holiday periods

• Watch for early subsidence indicators

• Review business continuity plans for heatwaves and utility disruption

How insurance typically responds (and where issues arise)

Property insurance for office buildings commonly covers:

• Fire, lightning, explosion

• Storm and flood (subject to policy terms and location)

• Escape of water

• Malicious damage and theft (often with conditions)

• Business interruption following insured damage

Where claims can become difficult:

• Poor maintenance (e.g., long-term roof defects)

• Lack of inspections during unoccupied periods

• Gradual deterioration (often excluded)

• Inadequate security protections (alarm not set, shutters not used, etc.)

The goal is not only to reduce risk, but also to make sure you can demonstrate good risk management if you ever need to claim.

Quick seasonal checklists (print-friendly)

Winter office building checklist

• Heating on low/background heat during cold spells

• Insulate exposed pipework and tanks

• Test frost stats, trace heating and alarms

• Know where stopcocks/isolation valves are

• Roof and gutters checked and cleared

• Gritting plan in place; lighting checked

• Emergency contractor contacts confirmed

Summer office building checklist

• Service HVAC and check condensate drains

• Review hot works permits and fire watch procedures

• Secure waste storage away from the building

• Monitor server rooms and electrical load

• Clear drainage for summer storms

• Review unoccupancy/security procedures

• Watch for early subsidence signs

When to speak to your broker

If you’re responsible for an office building (as owner, landlord, facilities manager, or tenant with repairing obligations), it’s worth reviewing your insurance and risk controls if:

• The building will be unoccupied for extended periods

• You’ve had repeated escape of water incidents

• You have flat roofs, rooftop plant, or basement areas

• Your area has a history of flood events or subsidence

• You’ve made changes to occupancy, security, or building use

Conclusion

Seasonal property risks are predictable, which means they’re manageable. A few practical steps—like pre-winter roof checks, frost protection testing, summer HVAC servicing, and clear inspection routines—can significantly reduce the chance of major damage and business interruption.

If you’d like, share the type of office building you’re responsible for (modern vs older, flat roof vs pitched, any basement areas, and whether it’s owner-occupied or let). I can tailor this guide into a more niche, SEO-targeted version for your website.