In this guide 6 sections
Each job file should hold dated damage photos, roof or gutter measurements, material orders with delivery proof, insurance scope notes and a signed completion. Together they settle disputes over what was damaged, what was ordered and what was finished, long after the crew has left the site.
Photos taken before work starts
Start with the damage. Missing shingles, lifted ridge caps, a sagging gutter run, a stained ceiling below a leak. Photograph each from the ground and, where safe, from the roof. Take interior shots even if the claim is only for the roof, because water travels.
Each picture needs a date, an address and a short label such as north slope, valley flashing or rear downpipe. Unlabelled galleries are useless a year later.
After a storm, take wide shots first, then close ones. An adjuster reading the file wants the context before the detail.
- Wide shot of every elevation
- Close shots of each damaged area
- Interior ceiling and attic photos
- Pre-existing wear noted separately
Measurements you can reorder from
Record roof area by slope, pitch, ridge and hip length, valley length, eave length and the count of penetrations such as vents and chimneys. Gutters need run length, corner count and downpipe count. A drone or a ladder photo of each slope, marked with the slope name, helps the planner and the supplier read the same plan.
Measurements drive material orders. A wrong ridge length means a short pallet of caps and a crew standing idle.
Attach the source of the numbers, whether a tape on site or an aerial report. When a quantity looks off, you can trace it.
Material orders with proof of arrival
Keep the purchase order, the supplier’s confirmation and the delivery slip together. Note the shingle colour lot, the underlayment type and the gutter profile. Weather delays are common, so note the date materials were covered and stored on site.
Colour lots matter. Two lots of the same shade can differ in the sun, and the client will notice on the first bright day.
Record returns and leftovers. A surplus of bundles is money on a shelf, and a shortage is a delay that someone must explain.
- Purchase order and supplier confirmation
- Delivery slip with date and signature
- Colour lot and product line
- Returned and leftover quantities
Insurance scope notes and approvals
On claim work, the insurer’s scope is the contract in practice. Store the claim number, the adjuster’s name, the approved line items and any supplement requests with their replies.
Log every call and email on the file. When a supplement for rotted decking is denied, you want the photo of the decking with the date of sending.
Do not mix homeowner-paid extras with insurer-paid items. Keep each on its own list so invoices match who is paying for what. Photograph the rotten decking before it is covered by new underlayment, since nobody can see it afterwards.
Sign-off that closes the file
A completion record has the final photos, a walk-through checklist and the client’s signature. Add warranty terms for materials and workmanship, with the start date.
This is the page you open when a leak appears two winters later. It shows what was fitted, by whom and what the client accepted on the day. Store it where office staff can find it without calling the crew lead, and name each file by address and date.
This week, pick your last five closed jobs and audit them against these five blocks. Mark each gap, then fix the template.
Roofing and restoration job file checklist
A checklist that fits on one page, in five blocks: photos, measurements, materials, insurance notes and sign-off. Each block lists its required items with a tick box, a column for who is responsible and a due day. A header row holds address, claim number, crew lead and warranty start date.
Open a blank worksheet to printQuestions owners ask
How long should a roofing job file be kept?
Keep it for the full workmanship warranty plus any limitation period in your area. Ask your adviser for the exact term. Keep photos at original size.
Do gutter jobs need the same file as roofing?
A lighter version. Run length, corner and downpipe counts, profile, colour and before-and-after photos cover most of it. Keep a sign-off even for small gutter work.
What goes wrong most often with restoration files?
Missing context. Photos with no label, scope changes with no written approval and supplements with no reply. A fixed checklist stops these gaps from forming.
Can crews fill the file from a phone?
Yes, and it works best that way. Photos, delivery slips and the client signature are captured on site, so nothing waits until the evening to be typed up.