Owning, renting or allowing others to use a building carries significant responsibility and poses various liability risks Many liability claims stem not from unusual accidents, but from everyday maintenance issues that were overlooked or poorly documented. Slips, trips and falls remain one of the most common sources of premises-related claims and they are often preventable.

By focusing on consistent building maintenance, clear agreements and documented controls, organizations can help reduce their exposure to liability while creating a safer environment for everyone who enters their buildings or facility.

Why building maintenance matters

Property owners and occupants have a duty to maintain reasonably safe conditions. When hazards such as uneven walking surfaces, poor lighting or untreated snow and ice are present, injuries can occur and liability can follow.

A proactive maintenance approach that are supported by written records and agreements can help  demonstrate due diligence and risk awareness.

Core areas of building maintenance risk

1. Walking surface maintenance

Unsafe walking surfaces are a leading cause of injury claims. Regular inspection and prompt correction are essential. Best practices include:

• Inspecting sidewalks, parking lots, entryways, stairways and interior floors on a routine basis.
• Repairing cracked pavement, loose tiles, torn carpeting and uneven transitions.
• Securing mats and rugs to prevent curling or slipping.
• Ensuring handrails are sturdy and properly installed where required.
• Maintaining adequate lighting in all walking areas, especially entrances, stairs and parking areas.

Tip: Establish a written inspection schedule and document when inspections and repairs occur.

2. Snow and ice removal

Winter weather significantly increases liability risk. Failure to address snow and ice in a timely and consistent manner can result in serious injuries.

Risk-reduction strategies:

• Develop a written snow and ice removal plan.
• Identify priority areas such as entrances, exits, ramps, sidewalks and accessible parking.
• Apply ice melt or sand as conditions require.
• Monitor changing weather conditions throughout the day, not just during storms.

Maintain a snow log

When implemented, a snow log can be an effective liability control. It should document:

• Date and time of snowfall or icy conditions.
• When snow or ice removal efforts began and ended.
• Areas treated.
• Materials used (salt, sand, ice melt).
• Who performed the work (staff or contractor).

Even if conditions re-freeze, a snow log helps demonstrate that reasonable efforts were made.

3. Using written leases when renting a building

If your organization rents a building, do not rely on informal or verbal agreements. A written lease helps clarify responsibilities and reduce misunderstandings that can lead to uncovered losses.

Key items a lease should address include:

• Responsibility for interior and exterior maintenance.
• Snow and ice removal obligations.
• Insurance requirements for both parties.
• Indemnification and hold-harmless provisions.
• Use restrictions and occupancy limits.

Having an attorney review the lease agreements can also help ensure maintenance responsibilities align with your insurance policy’s coverage conditions.

4. Written agreements for outside building use

Allowing outside organizations to use your building increases your liability exposure — even if the group is unrelated to your mission.

Help protect your organization by using written use agreements developed with an attorney and that:

• Clearly define permitted activities.
• Assign responsibility for supervision and cleanup.
• Require the outside group to carry liability insurance.
• Require a certificate of insurance (COI) from the outside organization, naming your organization as an additional insured.
• Ensure COIs are reviewed and updated annually to confirm coverage remains in force.
• Prohibit hazardous or high-risk activities unless specifically approved.

Written agreements can help transfer risk appropriately and demonstrate that building use is being managed responsibly.

5. Ongoing documentation and controls

Good intentions alone are not enough. Documentation plays a critical role in defending claims.

Recommended records include:

• Routine inspection and maintenance logs.
• Snow and ice removal logs.
• Repair invoices and work orders.
• Incident and accident reports.
• Copies of leases and facility use agreements.
• Certificates of insurance from outside users.

Consistent documentation shows safety is not an afterthought — it’s part of your operational process.

Insurance as a critical backstop

Even with strong maintenance practices and controls in place, accidents can still occur. Commercial liability insurance can help provide essential financial protection when claims arise.

Look for coverage types that includes:

• General liability protection.
• Property coverage.
• Premises liability endorsements.
• Coverage aligned with how your building is used — e.g., rentals, events, athletics, kitchens.

Working with an insurance carrier that understands the unique risks of mission-driven organizations can help ensure your coverage aligns with your real-world exposures.

The bottom line

Liability risk is shaped less by isolated incidents and more by everyday decisions about how a building is managed. Clear expectations, consistent maintenance and thoughtful oversight all play a role in how incidents are prevented — or defended. When organizations treat building care as an ongoing operational responsibility rather than a reactive task, they place themselves in a stronger position to help manage claims, protect occupants and sustain their operations with confidence.

Explore Church Mutual’s risk management resources, including expert articles, checklists and guides designed to help you protect your people, property and purpose.

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The information contained in these materials is intended solely to provide general guidance on topics that may be of interest to you. While we have made reasonable efforts to present accurate and reliable information, Church Mutual Insurance Company, S.I. and its affiliates disclaim all liability for any errors or omissions or for any actions you take or fail to take based on these materials. The information provided may not apply to your particular facts or circumstances; therefore, you should seek professional advice prior to relying on any information that may be found in these materials.