How to Write a Roofing Proposal from Site Notes

A roofing proposal should explain the work you inspected, the work you will carry out, the price, the exclusions, and the customer's next step. Start with confirmed site notes, then organize them into sections the homeowner can check.

Use the free roofing estimate template if you need a document to copy. This guide explains the decisions behind it.

1. Separate observations from assumptions

“Water stain near chimney” is an observation reported by a customer. “Failed flashing caused the leak” is a diagnosis that needs support from your inspection. Record which details you observed, which the customer reported, and which still need checking.

A useful job note might read:

Customer reports a leak beside the chimney. Lifted shingles visible near the junction. Inspect the flashing and exposed substrate. Repair boundary and material quantities to be confirmed. Interior ceiling repairs excluded.

This is a fictional example, not a prescribed repair method. Attach relevant inspection photos and identify the area they show.

2. Define the work area and deliverable

State the address, roof section, and intended work. Describe removal, preparation, installation, and cleanup in the order the customer will experience them. Name the materials you actually intend to use. Confirm the system against manufacturer instructions and the site's requirements.

Avoid an open-ended line such as “repair all roof damage.” For a localized job, identify the affected area and reference an annotated photo or drawing. For a replacement, identify the included slopes and how removed material will be handled.

3. Make unknowns visible

Concealed conditions may change what the job requires. Explain what happens if you uncover damaged decking: document the finding, give the customer the additional scope and price, and obtain approval before that extra work begins. Use the payment and change terms appropriate to your actual agreement.

List exclusions plainly. Interior finishes, unrelated roof areas, chimney masonry, and structural repairs are examples to consider, not a universal list. The roof repair proposal guide develops this step.

4. Build the price from your own inputs

Use confirmed quantities, supplier quotes, labor assumptions, access needs, disposal costs, and applicable tax. Separate optional upgrades from the base total. Check that every line adds up and that each option states what changes.

A public template cannot supply a reliable price for an uninspected roof. Leave missing amounts blank until you can verify them.

5. State timing, warranty, and acceptance

Give an expected start window, duration, and weather assumptions. Distinguish your workmanship warranty from the manufacturer's product warranty. Quote only terms you actually provide.

Identify the proposal version and validity date. Tell the customer how to accept it and what happens after acceptance. Confirm that the signed document contains the same scope and total as the version you discussed.

6. Review the draft before sending

Read the proposal as a homeowner. Can you identify the work area, find the total, see the exclusions, and understand the next step? Then review it as the contractor: are measurements, products, quantities, and commercial terms accurate?

Propovio's roofing proposal software can organize rough notes into a draft. You remain responsible for checking the scope and terms. For larger jobs, use the replacement example or commercial roofing checklist.