A Crew SOP for Supplement Documentation (Free Checklist)
Kelvin Spratt
Founder, Supplement Snap · October 25, 2026 · Updated October 25, 2026
Key Takeaways
How to get every crew to document insurance jobs the same way. A simple SOP and one-page checklist to reduce missed photos and missed supplements.
Preparing a supplement? Use the free checklist so nothing is missing when you submit.
The short answer
A standard operating procedure, or SOP, is a short written routine everyone follows. For insurance jobs, a simple documentation SOP reduces missed photos and missed items. The free one-page checklist covers before tear-off, during tear-off and before the crew leaves.
Disclosure: we make Supplement Snap, which helps roofing crews document damage found at tear-off and export a report. It does not decide coverage, negotiate claims or guarantee approval. This page is general guidance, not legal or claims advice.
Free download
Roofing crew documentation checklist
A one-page routine for before tear-off, during tear-off and before the crew leaves.
Fillable PDF: open it in a PDF reader such as Adobe Acrobat Reader to type into the blanks. Some phone and browser previews cannot.
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No email or sign-up needed. General guidance, not legal advice. Adjust it to your carrier's, client's and state's requirements.
Why crews skip documentation
It is slow, it is raining, the phone is dirty and nobody told them what the office needs. A routine makes the expectation clear and short. The table assigns each step to a person.
| Feature | Who does it |
|---|---|
| Before tear-off | Crew lead: whole-roof photos and existing conditions |
| During tear-off | Whoever sees a finding: stop, photograph, measure, tell the lead |
| Before leaving | Crew lead: check the list, send the log |
| Next morning | Office: review and build the supplement |
Make the routine the same on every job.
Supplement Snap gives the crew one simple way to capture findings on any phone. Your first project is free.
How to introduce it
Show the checklist at a morning meeting. Walk one real job through it. Explain why: each missed item is money the company may not recover. Keep the tone practical, not punishing.
Make it easy
Tape the checklist where the crew sees it. Keep a labeled marker and a tape measure in the truck. Use one phone or app for photos so they end up in one place.
Keep it to one page
A long procedure does not get read on a roof. One page, large type and checkboxes get used.
Review and improve
After a few jobs, ask the crew what slowed them down and fix it. Check one job per week for photos and quantities. Praise good logs.
Adapt it
The checklist is a starting point. Add your carrier's requirements and your state's rules, and remove what does not apply. It is not legal advice.
A one-week rollout plan
Day 1: share the one-page checklist and explain why it exists. Day 2: walk one job through it with the whole crew. Days 3 to 5: the crew lead fills it out on every insurance job and the office checks it each evening. At the end of the week, ask what slowed people down and change one thing. Small steady changes stick better than a big training day.
What good looks like
A good job has wide photos of every slope before tear-off, a findings log with quantities and photo numbers, close and wide photos of each finding, photos of new material going on and a note for any change to the scope. A weak job has twenty unlabeled photos and a text that says we found rot. Show the crew one of each.
Handling language and literacy differences
Not everyone on the crew reads English at the same level. Use pictures, simple words and a checklist with checkboxes. Our guide for Spanish-speaking crews covers translated checklists and voice notes. The goal is the same photos and numbers from every job.
Measuring whether it works
Pick two simple measures: how many jobs had a complete log by the end of the day, and how many supplement items had to be delayed for missing photos. Track them for a month. If both improve, keep going. If not, ask the crew where the routine breaks down.
Frequently asked questions
What is an SOP?
A short written routine that everyone follows the same way.
Is the checklist free?
Yes. It is a printable PDF, a fillable PDF and a Word file.
How long should it be?
One page.
How do I get crews to use it?
Explain why, keep it short, and review it with them on real jobs.
Can I add my own steps?
Yes. Edit the Word file.
Who should own the SOP?
One person, usually an operations manager or owner. They update it when something changes and answer questions.
How often should I update it?
Review it every few months or when your carrier, state or process changes.
References & Resources
Free tools and resources
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Written by
Kelvin Spratt
Founder, Supplement Snap
Kelvin builds software for roofing contractors who are tired of leaving supplement money on the table. His background in software development and insurance restoration workflows drives everything Supplement Snap does.