Roofing Proposals: Repairs vs. Replacement

Introduction

Roofing proposals often become a critical decision point for property owners and facility managers. Whether to repair or replace a roof can have major financial, operational, and long-term implications. A strong proposal must document existing conditions accurately, present repair and replacement options clearly, and align with code and insurance requirements. This guide explains how to structure roofing proposals to help clients make informed decisions between repairs and full replacement.

Diagnose and Document

Photo Log of Existing Conditions

A detailed photo log is essential for transparency and accountability. High-resolution images of roof sections, penetrations, flashings, and visible defects provide a baseline for decision-making and help avoid disputes later in the project.

Core Cuts for Verification

Core cuts allow contractors to examine the roof assembly in layers, revealing insulation type, thickness, and moisture presence. Documenting these cuts in the proposal provides evidence for whether a roof is suitable for overlay or requires full tear-off.

Moisture Scans

Infrared moisture scans or electronic leak detection surveys identify hidden water intrusion that may not be visible during a surface inspection. Including scan results in a roofing proposal ensures that repair recommendations are based on real conditions, not assumptions.

Deck Type Analysis

The type of deck—steel, wood, or concrete—affects both repair methods and replacement costs. Proposals should document deck composition to help clients anticipate required reinforcements or replacement sections.

Insulation Details

Insulation thickness, condition, and R-value affect both energy performance and warranty eligibility. Proposals should outline whether existing insulation can be reused, supplemented, or must be replaced entirely.

Membrane Identification

The roof membrane—EPDM, TPO, PVC, or modified bitumen—dictates compatible repair materials and replacement options. Proposals must include membrane type and thickness to justify the recommended solution.

Flashing Details

Flashing conditions around penetrations, curbs, and perimeters often determine the success of roof repairs. Documenting flashing details highlights whether localized fixes are sufficient or systemic replacement is necessary.

Code and Insurance Triggers

Building codes and insurance policies can force replacement under certain conditions. For example, moisture-saturated insulation often triggers mandatory tear-off under code. Insurance carriers may also require full replacement to maintain coverage. Proposals should explain these triggers clearly.

Permit Requirements

Roofing projects often require municipal permits, especially for structural work or full replacement. Including permit requirements in the proposal ensures compliance and helps clients plan for timeline impacts.

Present Options Clearly

Repair Unit Rates

Repair pricing should be presented in unit rates—per square foot (SF) or linear foot (LF)—for patching, flashing replacement, or membrane restoration. This gives clients flexibility to authorize repairs based on budget and urgency.

Leak Response SLAs

Service Level Agreements (SLAs) for leak response establish contractor accountability. Proposals should specify response times, such as same-day emergency repairs or next-business-day standard service.

Overlay vs. Tear-Off

Proposals must explain the difference between overlay and tear-off strategies. An overlay may extend roof life at lower cost, but only if the existing roof is stable and dry. Tear-off provides a fresh start, new warranties, and better performance but carries higher costs and longer lead times.

Warranty Comparisons

Warranty coverage often influences the repair vs. replace decision. Overlay warranties may be limited to five or ten years, while full replacements can qualify for 20- to 30-year warranties. Proposals should highlight these differences clearly.

Lead Times

Material availability and labor capacity can create significant lead times for roofing projects. Proposals should disclose estimated timelines for both repairs and replacement so clients can plan accordingly.

Disposal Allowances

Roof tear-offs generate large volumes of waste, including membrane, insulation, and fasteners. Proposals should include disposal allowances to cover landfill fees or recycling options, ensuring no hidden costs emerge later.

Crane Costs

Full replacement often requires cranes for material delivery and debris removal. Crane rental costs and scheduling should be itemized within the proposal.

Traffic Control Requirements

For urban or high-traffic sites, traffic control may be necessary during crane lifts or debris removal. Proposals should specify allowances for barriers, flaggers, and permits to minimize disruption and ensure safety.

Designing the Proposal

Comparative Cost Tables

Proposals should include side-by-side cost tables showing repair, overlay, and tear-off options. Transparent comparisons help clients weigh cost against value and long-term performance.

Risk and Benefit Analysis

Beyond cost, proposals should explain risks—such as potential for hidden damage with repairs—and benefits like longer warranties with replacement. This narrative helps clients make decisions based on lifecycle value, not just upfront expense.

Case Example: Retail Center Roof

A retail center faced recurring leaks and debated repairs versus replacement. Moisture scans showed saturation in 40% of the insulation, triggering code requirements for tear-off. The proposal included both repair unit rates and replacement options, but replacement was chosen for compliance and long-term reliability.

Best Practices for Roofing Proposals

• Always include photo documentation, core cuts, and moisture scans.
• Detail deck type, insulation, membrane, and flashing conditions.
• Clarify code triggers and permit requirements upfront.
• Provide unit-rate repair pricing with leak response SLAs.
• Compare overlay and tear-off options with warranties and lead times.
• Include disposal, crane, and traffic control allowances for transparency.

Conclusion

Roofing proposals that balance technical detail with clear options empower owners to make confident repair vs. replacement decisions. By documenting conditions thoroughly, outlining unit-rate repairs, and comparing overlay and tear-off approaches, contractors can deliver proposals that protect both budgets and building performance.