Roof Damage Report Template: Sections, Example and Checklist

A roof damage report is a written record of the conditions found on a roof, supported by photos and measurements. It is used by homeowners to understand a problem, by insurance adjusters to review a claim and by contractors to scope and price the work.

The best reports are short, specific and easy to verify. Someone who was not on the roof should be able to understand what you found, where it is and why it matters without calling you.

Below is a template you can copy, a sample finding and a checklist for the photos. It is general guidance. Add whatever your carrier, client or jurisdiction requires.

A complete report follows a predictable order. Each section has a clear job, and together they let the reader move from the big picture to the details.

Keep the headings the same on every report. Consistency makes your reports faster to write and easier for others to read, and it helps you notice when something is missing.

Copy the structure below into a document or spreadsheet and fill it in for each job.

Job details: Property address. Date of inspection. Inspector name. Client name. Carrier, claim number and date of loss, if applicable.

Roof summary: Roof type and material. Approximate age if known. Number of layers. Number of slopes and pitch. General condition in one or two sentences.

Findings (repeat for each): Finding number. Roof area or slope. What was observed. Measurement or count. Photo numbers. Why it matters, stated factually.

Recommendations: Proposed repair or replacement scope, tied to the numbered findings.

Photo index: Each photo number with its roof area and a short description.

Attachments: Aerial or manual measurement report, estimate, invoices or other supporting documents.

Photos carry most of the weight in a damage report. The checklist covers the shots that make a report clear. Take wide shots first, then close-ups, and keep your labels consistent.

For a deeper guide to what to photograph and when, read the roofing photo documentation checklist. For organizing the files afterward, see how to organize photos by claim and roof area.

Here is one finding written in the style that works:

Finding 3. Rear slope, along the eave. Four sheets of roof decking were soft and deteriorated when walked, found after removing existing shingles and underlayment. Approximately 128 square feet affected. Photos 14 to 19. The condition was not visible from the surface before tear-off.

Notice the order: location, observation, quantity, photo reference and a factual note on why it was not seen earlier. It does not guess at the cause or argue about coverage. If you are documenting rotted decking specifically, see how to document rotted roof decking.

These are the issues that most often make a report less useful:

Before you send, run the finished report through the free supplement checklist.

Writing this by hand works, but it takes time to match photos to notes and build a clean document each time. Supplement Snap follows the same structure: the crew captures photos, tags the roof area and adds a note on the roof, and the report is assembled for you to review. See the sample supplement report to compare it with the template above.

Software makes reports faster and more consistent. It does not guarantee that a claim is approved. Coverage and approval depend on the claim, the policy and the carrier.

The recommendations section answers one question: given these findings, what work do you propose? Keep it tied to the numbered findings so nothing floats free.

A clear recommendation names the work, the area and the finding it addresses. For example: Replace damaged decking, rear slope, 128 square feet (Finding 3). Replace failed step flashing at the sidewall, 24 linear feet (Finding 5).

Two habits keep this section trustworthy. First, do not recommend work you cannot point to a finding for. Second, separate what is clearly needed from what is optional, so the reader can see the difference.

The same findings can be presented differently depending on who will read the report:

You do not need three separate reports. Keep one set of findings, and change the summary and emphasis for each reader. If the report is for an insurance claim, the guide to how adjusters evaluate roof damage explains what they tend to look for.