Getting a contractor visit on the calendar? Use the building-manager roof inspection preparation checklist to coordinate a site contact, access steps and records before the visit.
Set up the log before the next inspection
Give each drain, scupper, gutter run or downspout a label that matches your roof plan. Keep a sketch or marked photo with the log so “north drain” means the same thing to every shift and contractor.
- Date and time: record when the check happened and the name or role of the person who made the observation.
- Weather context: note recent heavy rain, wind, snow, thaw or known severe-weather events. Record what you observed, not what you assume caused it.
- Location: use the drain ID, roof zone, building wing or equipment reference from the roof plan.
- Condition: describe visible debris, a displaced or missing cover, overflow staining, ponding, gutter damage or a clear outlet.
- Action and follow-up: note the work order, person responsible, contractor visit and the date the item was confirmed closed.
- WHENDate, time and weather
Record when the observation was made and recent rain, wind or snow.
- WHEREDrain D-4 · east wing
Use a roof-plan ID or the location label your team already recognizes.
- OBSERVEDLeaves at the strainer
Describe what is visible and save a photo reference if available.
- FOLLOW-UPWork order 218
Record who was asked to act and when the item will be reviewed.
Keep earlier entries after an item is cleared. Add the closeout date to the original record rather than overwriting it; later staff can then compare repeat observations without treating the first one as proof of cause.
What to observe at drains, scuppers and gutters
From a safe, authorized vantage point, record whether the path into and away from each drain appears clear. Note debris near the inlet, visible water marks, signs of overflow, separated gutter joints or a downspout that appears disconnected. For scuppers, record visible obstructions or water marks at the wall and exterior discharge point. Do not push objects into a drain or remove covers if the work requires roof access or tools you are not authorized to use.
After heavy rain, note whether standing water remains, where it is located and how long after the rain ended the observation was made. A measured note is more useful than “ponding,” and one observation alone does not establish why water is there. If the roof system or service agreement defines an inspection method or reporting interval, follow it.
Keep roof access safe
Many drainage observations can be made from a facility’s normal interior or ground-level rounds. Any roof access should be limited to trained, authorized people following the building’s access controls and fall-protection procedures. Do not walk a wet or icy roof, step on skylights or work near an unprotected edge. If the safe route or roof condition is uncertain, record the issue from below and request a qualified inspection.
Use the log to decide when to escalate
Send a note to the roofing or drainage contractor when the same location repeatedly shows standing water, a blocked or damaged outlet, overflow marks, an interior leak, or gutter movement. Include the log entries and photos so the visit can focus on the right roof zone. Ask the contractor to identify whether the issue involves debris, roof slope, drain components, discharge routing or another condition, and to document any recommended work.
Follow the roof manufacturer’s maintenance instructions and the building’s service agreement for routine timing. MBCI’s metal-roof guidance recommends keeping drainage paths clear, checking gutters and downspouts, and inspecting after severe weather; it recommends gutter and downspout cleaning at least twice yearly for its systems. That schedule is specific guidance for metal roofs, not a universal rule for every assembly.