Your association’s common areas (such as entrances, landscaping, sidewalks, and amenities) are shared assets that require ongoing care. Knowing how to identify and report issues helps ensure problems are addressed quickly and do not escalate into costly repairs.

This guide explains what to report, why early reporting matters, and how to submit a concern.

What to Report to the Association

If you notice a problem involving any of your association’s physical assets, you should notify your association as soon as possible. Early reporting allows your association to:

  • Assess the damage.
  • Request vendor repair quotes.
  • Take safety precautions if needed.
  • Determine whether an insurance claim is appropriate.

Prompt reporting reduces the risk of further damage and helps control repair costs.

Common Examples of Issues to Report

  • Damage to the front entrance sign or gate
  • Broken or malfunctioning entry gates
  • Cracked sidewalks or tripping hazards
  • Non-functioning amenity lighting
  • Damage to fences, retaining walls, or monuments
  • Amenity issues (pool equipment, restrooms, playgrounds)
  • Storm-related damage to common areas
  • Safety concerns in shared spaces

As a general rule, if the issue affects a shared space or community asset, it should be reported to your association.

Why Timely Reporting Matters

The sooner your association is notified:

  • The faster repairs can be scheduled
  • The lower the risk of safety hazards
  • The greater the chance of preventing further deterioration
  • The easier it is to document damage for insurance purposes

Small issues can quickly grow into major repairs if left unaddressed.

How to Report a Common Area Issue

For Property Owners

The easiest and fastest way to report an issue is through the Report an Issue form in your property owner web portal.

This form:

  • Auto‑fills most of your account details.
  • Allows you to describe the issue clearly.
  • Helps route the concern to the correct department.

Including photos (if available) is always helpful.

For Tenants and Non‑Association Members

If you are leasing a property or are not an association member, you can either:

  • Submit the issue using the contact form on this website.
  • Notify a property owner who can report the issue on your behalf.

FAQ: Reporting Common Area Issues

What qualifies as a common area?

Common areas typically include shared spaces maintained by your association, such as entrances, landscaping, sidewalks, amenities, and community signage. If you’re unsure, reach out and we’ll help determine responsibility.

Should I report an issue even if it seems minor?

Yes. Minor issues can escalate if left unresolved. Reporting early helps prevent larger problems and additional costs.

Is this for emergencies too?

Yes, but if there is an immediate safety risk (such as an active hazard), report it to the proper authorities right away and follow any emergency procedures outlined by your association.

What information should I include when reporting an issue?

Helpful details include:

  • Location of the issue
  • Description of the damage or concern
  • When you first noticed it
  • Photos, if available

How long does it take for issues to be addressed?

Response time varies depending on the severity of the issue, vendor availability, and whether board approval or insurance involvement is required.

Can tenants report common area issues directly?

Tenants may report concerns, but property owners are typically the primary point of contact with the association. When in doubt, notify the owner as well.

What if the issue worsens after I report it?

Submit an update or contact the association again with additional details, especially if safety is involved.