What a Strong Roof Documentation Package Should Include Content
Below is what belongs in the file, why each item matters, and when you will be glad you kept it. Most of it cannot be recreated after the fact.
What Belongs in the Package
- The signed contract and the approved scope of work
- Any change orders, with what they covered and why
- Photographs from before the work
- Photographs during the work, particularly of anything concealed once the roof went back on
- Completion photographs
- Invoices and proof of payment
- The workmanship warranty
- Manufacturer warranty registration confirmation
- Permits and inspection records where applicable
- Product names and specifications for what was installed
The Ones People Wish They Had
Photographs of the deck while it was exposed. Once tile or shingles go back on, nobody can see that again, and it's the thing a buyer's inspector or a carrier most often asks about.
The other is manufacturer registration. Some programs require it within a window after installation, and a warranty that was never registered can be worth considerably less than the customer believes it is.
Why It Matters Later
Carriers ask for it when roof age comes up. Buyers ask for it during a sale. Manufacturers ask for it on a warranty claim. Each of those conversations goes better with records than with recollection.
And on a tile roof specifically, being able to show underlayment replacement is genuinely valuable, because the tile's apparent age tells a very incomplete story.
If You're Buying a House
Ask the seller for this package rather than assuming the inspection covers it. An inspector sees the roof on one day; the documentation tells you what was done, when, by whom, and what warranty survives the sale. Transferable warranties frequently require notification within a window after closing.
How to Keep It
One folder, digital or paper, with everything in it. Scan the paper. Put it somewhere that survives a computer replacement.
If you're selling, hand the package to your agent early rather than assembling it during inspection negotiations, which is a considerably worse time to discover something is missing.
Frequently Asked Questions:
What roofing documents do insurance carriers usually ask for?
Typically the invoice and scope showing what work was performed, the date, the contractor's license information, and photographs of the roof's condition. For roof-age questions they often want evidence of when the roof or underlayment was last replaced. Having these ready shortens what can otherwise become a lengthy exchange.
Do I need photographs if I have the invoice?
The invoice shows what was paid for, while photographs show what was actually there. Both are useful, and photographs of concealed conditions like exposed decking are especially valuable because nobody can go back and take them later. We provide photographs with our assessments and at project completion for exactly this reason.
How long should I keep roofing records?
At least as long as any warranty remains in effect, and ideally for as long as you own the property. Workmanship and manufacturer warranties can run many years, and a claim without documentation is difficult to pursue. If you sell, passing the records to the buyer is genuinely useful to them.
What if I've lost my roofing paperwork?
Start with the contractor, who may have records of the work on file. Permit records held by the local jurisdiction can establish that work was performed and when. Manufacturers can sometimes confirm a warranty registration. It won't always reconstruct everything, but it often recovers more than people expect.
See what we can document, or send us the letter. Or call (480) 565-7663.
