For each finding, choose one outcome: approve a clearly scoped action, ask for clarification, or record why it will be monitored and when it will be reviewed. Confirm the contractor’s priority labels and the scope behind any estimate before scheduling work.
- 01Locate it
Match the finding to a roof area, report page, or photo.
- 02Clarify it
Separate what was observed from interpretation and unknowns.
- 03Set the next action
Confirm urgency, scope, and whether more evaluation is needed.
- 04Close the loop
Assign an owner, date, and record of completion or deferral.
Confirm what the report actually covered
Check the inspection date, roof areas included, and any stated limits. For each item, look for a location or roof-plan reference, supporting photo, and plain description of the condition. Ask the contractor to clarify findings that are hard to locate or that mix an observation with a recommendation.
If the report calls for more testing or another visit, ask what question that step is meant to answer. Keep unreviewed or unverified areas open in your records instead of treating them as cleared.
Turn the recommendation into a decision
Priority labels can vary between reports. Ask what each label means for this building, what should happen first, and what would change the timing. If a price is included, confirm whether it is a budget estimate or a written proposal, and ask what work, quantities, assumptions, and exclusions it covers.
If the report raises more than one repair or project option, ask what evidence supports each path and whether the scopes need separate pricing. A condition grade or photograph by itself does not define the repair scope.
Know when to ask for a clearer next step
- A finding has a rating but no explanation of the rating or timing.
- A recommendation is not tied to a location or supporting evidence.
- A report says “further evaluation” without saying what should be evaluated next.
If the report documents current water entry or a condition affecting occupied space or equipment, contact the roofing contractor and your facilities lead promptly to agree on a response. Use the building’s existing process for interior impacts; a report photo alone cannot settle the repair scope.
This guide is for written follow-up; ask the roofing contractor and building contact to coordinate any on-roof verification.
For the visit that produces the report, see the commercial roof inspection preparation checklist. To organize a reported metal-roof leak or recurring drainage concern, use the metal roof leak checklist or roof drain maintenance log. If a coating is proposed, review the coating quote checklist.