01 Feb What Causes a Milestone Inspection and How to Plan Ahead

Milestone inspections are designed to help protect buildings as they age. These inspections look at the structure to make sure it is still safe and meets current codes. For board members managing older properties, especially in places like Florida where heat, salt air, and storms are tough on materials, knowing when these inspections are needed can make a big difference. In Florida, we focus on structural restoration, waterproofing, and façade rehabilitation for occupied and high-risk structures, work that often connects directly to milestone inspection outcomes.

It’s normal to feel unsure about when an inspection gets triggered or how to prepare for it. Missing a timeline can lead to unplanned costs or delays in repairs. But with some planning and early steps, boards can stay on track and avoid rushed decisions. Understanding what starts the process and what to do next makes it easier to stay ready and avoid emergencies. That’s why it’s worth learning how milestone inspections work and how to manage them confidently.

What Triggers a Milestone Inspection?

Milestone inspections don’t happen by chance. They’re built into state law and often come up when a building reaches a certain point in its life. In Florida, these guidelines are strict due to the intense weather and coastal exposure many cities face. Some of the most common triggers include:

• Building age. Once a condo or commercial building hits a certain number of years, usually around the 30-year or 40-year mark, a structural inspection is required, often by law. These inspections are not optional and must be completed on schedule.
• Coastal exposure. If the building sits near the coast, salt air, wind, and water intrusion can wear down the structure faster. In these cases, the required milestone inspection might occur even sooner to account for harsher conditions.
• Damage history. If a property has already had repair issues like foundation cracks, balcony defects, spalling, or visible settlement, those signs might push an inspection forward. In some cases, an engineer or city official may mandate a structural review earlier than planned.
• Change in code or complaint. Occasionally, new building codes or a safety complaint from a resident may trigger a milestone inspection outside the normal timeline.

We always advise looking at the building’s repair history and location risk to decide whether the next inspection should be earlier than expected.

Understanding the Legal Requirements for Milestone Inspections

Over the past few years, Florida has strengthened its inspection laws to reduce long-term structural risk and catch problems earlier, before they become emergencies. These changes were designed to create clearer accountability over time, particularly for aging buildings. For board members and property managers, the challenge isn’t just knowing the law exists, it’s understanding how it applies to a specific property and what’s required at each step. During SB-4D milestone inspections, Fortify works alongside ownership groups, property managers, engineers, and legal teams to help turn engineer-issued findings into clear, code-compliant repair scopes and documentation that can actually be acted on.

One of the most important realities to understand is that inspection timelines are enforced at the local level. Cities and counties set firm deadlines for when inspections must be completed and when documentation must be submitted. Missing those deadlines can trigger penalties, increased oversight, or even restrictions on how the property can be used. Because timelines and enforcement vary by jurisdiction, knowing who regulates your building and when they expect submissions is critical.

Milestone inspections themselves must be performed by a licensed engineer or architect, and the documentation they produce carries real weight. Reports are required to clearly state whether a structure is safe for continued use, requires repairs, or needs further investigation. Those findings then drive next steps, which is where many boards and property managers feel pressure. Translating a technical report into a practical repair plan that satisfies code requirements, lenders, insurers, and legal counsel takes coordination and experience.

The law applies primarily to residential buildings that are three stories or taller, but age, location, and proximity to the coast also factor into compliance requirements. Once inspections are complete, results must be submitted to the appropriate authority, whether that’s a city department, county office, or another code enforcement agency. Each jurisdiction has its own process, which can add confusion if it’s not addressed early. Staying familiar with your county’s inspection and reporting timeline reduces last-minute stress and unnecessary back-and-forth as deadlines approach. Every city handles milestone inspections a little differently, so checking in with local building officials early and assembling the right team around you can make the process far more manageable. Fortify’s role is to help bring clarity to that process, so compliance doesn’t feel overwhelming and next steps are defined before time becomes the biggest risk.

Steps Boards Can Take to Prepare Early

Milestone inspection deadlines can feel tight, especially for boards that weren’t tracking them ahead of time. But there are clear ways to get ahead before time runs out. Most of it comes down to preparation and simple coordination. We suggest boards start with these steps:

• Keep building records updated. Collect and organize past inspection reports, engineering letters, repair invoices, and structural modifications. An organized record can help the engineer get up to speed faster and know what areas to look at.
• Connect with a professional early. Waiting until the last minute adds stress and may limit your options. Getting on an engineer or licensed contractor’s calendar ahead of schedule gives you time to plan if repairs are needed.
• Walk the property with an expert. Have a structural walkthrough before the inspection date, even if nothing seems wrong. A fresh set of eyes can spot wear that might not have been noticed by residents.
• Review access ahead of time. Make sure stairwells, roofs, garages, and crawl spaces can be reached easily. This avoids delays when the inspection begins and helps shorten the review period.

These small changes can save time and help the board feel more in control as key dates come up.

Avoiding Delays Through Strong Communication and Recordkeeping

Clear communication and reliable documentation are two of the most effective tools boards have when preparing for milestone inspections. Most delays don’t come from the inspection itself, but from missing records, unclear timelines, or residents being caught off guard by what’s required of them. When information is organized and shared early, the process becomes far more manageable for everyone involved. We help boards stay ahead by putting structure around the timeline. Knowing when a building reaches a milestone age matters, and marking those dates on a shared calendar creates breathing room instead of panic. For example, a building completed in 1985 will be approaching a major milestone around 2025. Flagging that well in advance allows time to coordinate with engineers, review records, and plan inspections without rushing.

Accurate repair history is just as important. Up-to-date logs, photo documentation, and digital records of past work help tell the story of how a building has been maintained over time. Engineers rely on that information when evaluating material conditions and determining whether observed wear is expected or concerning. When records are incomplete or scattered, decisions become harder and follow-up requests increase. Resident coordination is another area where early communication makes a real difference. Sharing inspection timelines, explaining why access may be needed, and outlining what to expect helps reduce friction. Whether units need to be entered, roofs accessed, or balconies cleared, advance notice prevents resistance that can slow inspection crews or force rescheduling. When owners feel informed, cooperation is easier. Access is granted more smoothly, disruptions are minimized, and inspections move forward as planned. During SB-4D recertification work, we support that transparency by providing daily field reports and clear milestone documentation. That visibility gives boards confidence in the process and keeps everyone aligned as inspection-driven repairs and schedules take shape.

Ready Before the Deadline Means Fewer Surprises

Being ready for milestone inspections sets the tone for a safer, more stable building in the long run. Instead of reacting to cracks, complaints, or code enforcement letters, boards that track timelines early and stay coordinated with engineers are less likely to be caught off guard. Prepared boards experience fewer delays, faster reviews, and less pushback when it comes time to start needed repairs. Even better, a building that’s well-documented and inspected on time is easier to maintain and presents less risk for residents. It may feel like one more task, but this one helps protect every part of what makes a building livable: the people, the structure, and the future it holds.

At Fortify we know how important it is for boards to make timely decisions that protect their buildings and keep residents safe. Staying ahead of required assessments starts with knowing the signs and scheduling the right inspections on time. If you’re keeping an eye on building age, past repairs, or exposure to coastal conditions, reviewing your next steps around milestone inspections is a smart place to start. We are here to help you stay on schedule and aligned with the law, without last-minute surprises. Contact us to discuss your timeline and planning options.