Protecting Buildings During Periods of Unoccupancy
- Andrew Ohlinger
- Jan 1
- 4 min read
Even when a building is unoccupied, its primary systems—including heating, cooling, HVAC, and fire protection and suppression—must continue to function effectively.
Managing Risk During Short-Term Closures and Long-Term Vacancies
Buildings don’t stop aging—or failing—just because people aren’t inside them. In fact, some of the most costly facility issues occur when buildings are partially or fully unoccupied. Holiday closures, long weekends, tenant move-outs, and extended vacancies all introduce unique risks that require proactive planning.
The key difference is duration. A building that’s empty for a couple of days needs a different approach than one sitting vacant for months. Understanding those differences—and preparing accordingly—can help owners and operators prevent damage, control costs, and ensure the building is ready when occupants return.
Even when a building is unoccupied, its primary systems—including heating, cooling, HVAC, and fire protection and suppression—must continue to function effectively. These systems play a crucial role in maintaining the integrity of the structure and ensuring safety, regardless of occupancy levels.
For instance, proper heating and cooling prevent moisture buildup and mold growth, while functional fire protection systems are essential for safeguarding against potential hazards. Neglecting these systems during periods of vacancy can lead to significant deterioration, costly repairs, and increased liability risks.
Therefore, it is vital for building owners and operators to implement regular maintenance and monitoring protocols to ensure that these critical systems remain operational, thereby protecting the building and its future occupants.
Short-Term Unoccupancy (1–3 Days)
Holidays, long weekends, weather-related closures
Short-term closures may feel low risk, but they’re often when small problems turn into big ones—especially when no one is on-site to notice early warning signs.
Common Risks
Undetected plumbing leaks
HVAC failures leading to freezing or humidity issues
Electrical faults or nuisance alarms
Security breaches due to reduced activity
Best Practices for Short-Term Protection
Verify critical systems before closing
Confirm that HVAC, boilers, pumps, fire alarms, and monitoring systems are operating normally. Address minor issues before staff leave.
Use temperature setbacks—don’t shut systems off
Set HVAC systems to protect against freezing, overheating, or humidity buildup without fully disabling equipment.
Secure the building envelope
Check doors, windows, roof access points, and exterior lighting. Buildings that appear inactive can attract unwanted attention.
Reduce fire and electrical risk
Unplug nonessential equipment, remove temporary heaters, and ensure fire alarm and suppression systems remain active and monitored.
Establish an on-call response plan
Someone should be designated to respond if alarms or alerts occur, even during a short closure.
Long-Term Unoccupancy (Weeks or Months)
Vacancies, delayed tenant occupancy, seasonal shutdowns
Long-term vacancy introduces a different and more serious risk profile. Systems deteriorate when unused, and problems can progress silently without regular oversight.
Common Risks
Ongoing water leaks or flooding
Mold growth and indoor air quality degradation
Mechanical system deterioration
Pest infestation
Vandalism or theft
Best Practices for Long-Term Protection
Create a vacancy management plan
Treat vacancy as an operational phase, not a passive state. Document inspection schedules, system operation plans, and responsible parties.
Conduct routine inspections
Weekly or biweekly walk-throughs of mechanical rooms, plumbing fixtures, roofs, and exterior conditions help catch issues early. Many insurers require documented inspections.
Manage water systems strategically
Shut down nonessential water lines while protecting active systems from freezing and stagnation. Periodic flushing may be required.
Operate mechanical systems periodically
Running HVAC and boiler equipment on a scheduled basis helps prevent seal failure, corrosion, and startup issues.
Enhance security measures
Maintain lighting, access control, and monitoring. Vacant buildings are more vulnerable and require increased vigilance.
Remove all trash and waste
Regularly clear all trash and waste from the building to prevent pests and odors. Proper waste management is essential to maintain a clean environment and deter infestations.
Leveraging Remote Monitoring and Smart Sensors During Vacancy
When a building is unoccupied, technology can serve as a constant layer of protection. Internet of Things (IoT) sensors allow facility teams to monitor conditions continuously and respond quickly—often before damage escalates.
Water leak detection sensors are among the most valuable tools for vacant buildings. Installed near mechanical rooms, restrooms, kitchens, and water heaters, these sensors can alert staff the moment moisture is detected. Advanced systems can also automatically shut off the building’s water supply, preventing further damage at the source.
Mechanical system monitoring adds another layer of assurance. Sensors connected to HVAC equipment and boilers can track temperature, pressure, runtime, and fault conditions remotely. This allows teams to confirm systems are operating correctly—or intervene immediately if they are not—without needing someone on-site.
Security cameras and smart access systems enable remote visual checks of both interior and exterior spaces. Facility teams can verify alarms, look for unauthorized access, and assess conditions before dispatching responders.
While remote monitoring does not replace physical inspections, it significantly enhances oversight, particularly during extended vacancies. For unoccupied buildings, these tools provide early warning, faster response, and peace of mind.
Bringing It All Together
Whether a building is empty for a long weekend or sitting vacant for months, unoccupancy should never mean unmanaged. The most resilient facilities combine:
Team planning
Good communication
Preventive planning
Routine inspections
Smart system operation
Remote monitoring technology
Once the necessary procedures are outlined, they should be documented as building Standard Operating Procedures (SOPs). It is essential to ensure that the corresponding departments are notified of these SOPs to maintain consistency and promote effective communication. By formalizing these procedures, organizations can enhance their operational resilience and ensure that all team members are aligned in their approach to managing unoccupied spaces.
Together, these strategies reduce risk, prevent costly damage, and ensure buildings remain safe, stable, and ready for re-occupancy.
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