Roofing proposal template — what to include (insurance and cash jobs)

Two proposals, one template

Roofing proposals split into two very different jobs: cash retail jobs (homeowner pays out of pocket) and insurance claim jobs (carrier pays, homeowner pays deductible). The scope structure is nearly identical. The pricing structure and terminology are completely different — and the insurance side is where most roofers lose money on supplements.

This template covers both. Use the same seven sections; swap the pricing block based on job type.

The 7-section roofing proposal template

1. Property + project details
2. Scope of work
3. Materials specification
4. Decking + code-upgrade allowances
5. Pricing (cash retail OR insurance)
6. Warranty (manufacturer + workmanship)
7. Exclusions + change-order terms

1. Property + project details

Head every proposal with:

• Property address
• Roof size (in squares — 1 square = 100 sq ft)
• Roof pitch (measured or estimated — 4/12, 6/12, 8/12, etc.)
• Number of layers to tear off
• Job type (cash vs. insurance claim)
• If insurance: carrier name + claim number + adjuster reference

Don't skip roof size or pitch. Missing these is what makes homeowners doubt your bid. If you eyeballed the pitch, say so: "Estimated 6/12 pitch — will confirm on tear-off."

2. Scope of work

A complete roofing scope covers seven line items at minimum. Miss any one and you're inviting a change-order fight or a bad Google review.

• Tear-off — how many layers, disposal, dumpster
• Underlayment — synthetic vs. felt, full deck or eaves+valleys only
• Ice and water shield — where and how many rows (climate-specific; usually 36" from eaves + all valleys)
• Drip edge — eaves + rakes, color match
• Ridge vent + intake ventilation — meet IRC R806 (1:150 ratio, or 1:300 with balanced intake/exhaust)
• Flashing — step, valley, pipe boots, chimney (new vs. reuse — spell it out)
• Shingle installation — brand, product line, color, warranty class

3. Materials specification

Use brand names and product lines. Homeowners Google them. If you list "architectural shingles," they wonder what tier. If you list "Owens Corning Duration Storm (Class 4 impact-rated)," they know exactly what they're getting — and their insurance carrier may give them a premium discount for the impact rating (in Texas, Colorado, Oklahoma this is significant).

Do not invent product names. If you use CertainTeed Landmark Pro on this job, write CertainTeed Landmark Pro. Not "CertainTeed Premium." If a homeowner Googles it and finds it doesn't exist, you're done.

4. Decking + code-upgrade allowances

This is where the money disappears on cash jobs and where the supplements live on insurance jobs. Every proposal should include:

• Decking allowance: "Includes replacement of up to 5 sheets of 7/16" OSB (4x8) at no additional cost. Additional sheets billed at $85/sheet."
• Code-required upgrades: "If local code requires drip edge upgrade, ice-and-water-shield expansion, or additional ventilation beyond current spec, work will be performed and billed per attached rate sheet — or (insurance) submitted as supplement per code + ordinance and law coverage."
• Existing damage found during tear-off: "Any rot, delamination, fastener damage, or structural issue discovered during tear-off will be documented photographically before repair. Homeowner (or insurance) approves repair scope in writing before we proceed."

5a. Pricing — cash retail job

Simple structure:

• Base price for scope as written
• Payment schedule: 25% deposit at material delivery, 50% at dry-in, balance at completion
• Proposal validity (30 days — material prices move)

5b. Pricing — insurance claim job

Insurance jobs price differently. The homeowner pays the deductible; the carrier pays the rest, at their approved RCV (Replacement Cost Value) minus depreciation to ACV (Actual Cash Value), with the depreciation released on completion.

• Insurance-approved scope: Your scope matches the carrier's Xactimate estimate, line-by-line. If it doesn't, you'll be fighting supplements.
• Deductible: "Homeowner is responsible for the $2,500 deductible payable directly to the contractor at material delivery."
• RCV / ACV structure: "Balance covered by insurance at RCV. Contractor will bill carrier directly. Depreciation held by carrier will be released to contractor upon completion and submission of final invoice."
• Supplements: "Additional scope items required by code, discovered during tear-off, or missed by initial adjuster estimate will be submitted as supplements to the carrier. Homeowner is not responsible for supplement charges."
• Assignment of Benefits (AOB): Some carriers accept AOB; some don't. Note your standard practice.

6. Warranty

Roofing warranty structure:

• Manufacturer warranty: Product-specific (25-year, 30-year, or lifetime limited). If you're a certified installer for the manufacturer (GAF Master Elite, Owens Corning Preferred, CertainTeed Master Shingle), you may offer an extended warranty — call it out. "30-year limited warranty on shingles (upgraded to 50-year Golden Pledge via GAF Master Elite certification)."
• Contractor workmanship warranty: Typical range is 2–10 years. High-quality residential roofers offer 5 or 10.
• Wind rating: Some manufacturer warranties require specific nail patterns for high-wind coverage (110 mph vs. 130 mph). Note the pattern you install.

7. Exclusions + change-order terms

Every roofing proposal should exclude:

• Skylight replacement (unless quoted separately)
• Solar panel removal and reinstall
• Satellite dish removal and reinstall
• Chimney repair, tuck-pointing, or crown replacement
• Gutter replacement (repair OK; replacement quoted separately)
• Interior repairs (water damage from prior leaks)
• Landscaping repair beyond reasonable tarp protection
• HOA approval / permit fees (unless included by name)

Change-order clause: "Any scope change discovered during work will be documented with photos, priced in writing, and executed only with signed change order (email or SMS acceptable)."

Sample proposal — insurance claim, 28-square asphalt

Property: 1428 Oak Ridge Dr, Denton, TX 76201

Roof: 28 squares · 6/12 pitch · 1 layer to tear off

Job type: Insurance claim · State Farm · Claim #22-1409-XZ

Adjuster: M. Ramirez · Xactimate estimate dated 2026-07-28

Scope: Complete tear-off of 1 layer of asphalt shingles, underlayment, and existing drip edge. Dumpster delivery + disposal. Install synthetic underlayment (full deck). Install ice and water shield 36" from eaves at all edges, in all valleys, and around all penetrations. Install new aluminum drip edge (eaves + rakes, brown). Install new step flashing, valley flashing, and pipe boots. Retain existing ridge vent (inspect and reset). Install Owens Corning Duration Storm architectural shingles (Class 4 impact-rated, color: Estate Gray) per manufacturer specification, 6-nail high-wind pattern.

Decking allowance: Up to 5 sheets of 7/16" OSB at no additional cost. Additional decking billed at $85/sheet or submitted as insurance supplement.

Ventilation: Meets IRC R806 with existing ridge vent (30 lf) + soffit intake vents. Sufficient for 2,800 sq ft attic per 1:300 ratio.

Pricing: Homeowner deductible of $2,500 due at material delivery. Balance ($14,847 RCV per Xactimate) billed directly to State Farm at completion. Depreciation ($2,213) held by carrier and released upon final invoice submission.

Supplements: Any code-required upgrades (drip edge changes, ice-and-water expansion, ventilation additions) or scope beyond adjuster estimate will be submitted as supplements. Homeowner is not responsible for supplement charges.

Warranty: 30-year manufacturer limited warranty on shingles (upgraded to 50-year Golden Pledge via GAF Master Elite certification). 10-year contractor workmanship warranty on installation.

Exclusions: Skylight replacement · solar / satellite removal · chimney repair · gutter replacement · interior water damage repair. Available at hourly rate on request.

What's different about insurance jobs

Two things separate winning roofers from losing ones on insurance work:

Matching Xactimate line items exactly

Adjusters use Xactimate to estimate scope. If your scope calls it "valley flashing" and Xactimate calls it "flashing – valley – aluminum," the carrier's system may not auto-match. Match the naming.

Submitting supplements aggressively but professionally

Almost every claim needs at least one supplement — code-required items the adjuster didn't know about, extra decking, drip edge upgrades, ventilation. Submit them with photo documentation and IRC / IBC / local code references. Detailed supplements get approved. Vague ones get rejected.

See Insurance supplement language for roofing for the exact terminology.

Common mistakes on roofing proposals

No decking allowance

Every roof has some decking damage. If your proposal doesn't address it, you're eating the cost or fighting the customer.

Vague ice-and-water shield spec

"Ice and water shield where required" means nothing. Spell it out: eaves + valleys + around penetrations, and specify the width (36" is standard, 6-ft in high-snow climate zones).

Missing ventilation calc

IRC R806 requires 1 sq ft of net free ventilation area per 150 sq ft of attic (1:300 with balanced intake/exhaust). Contractors who don't address this leave shingle warranty exposed — most manufacturer warranties are void without adequate ventilation.

No wind-rating pattern

The difference between 4-nail and 6-nail installation is 110 mph vs. 130 mph wind rating. In hurricane-prone regions this matters legally. Call out the pattern.

Send it in under 24 hours or lose the job

Roofing homeowners typically call 3–5 contractors after a storm. The first two proposals in get read; the last three get skimmed. Every hour of delay costs conversion.

Writing a 7-section roofing proposal with all the right insurance language and code references takes 60–120 minutes by hand — assuming you don't have to look up the Xactimate line names or the IRC ventilation calc. Insurance jobs push toward 3 hours.

ScopeCrafters drafts complete roofing proposals — with insurance-carrier language, ice-and-water-shield spec, ventilation calc, and code references — in about 5 minutes from a site note. Try it free for 7 days.

Related reading

• Roofing squares calculator — figure roof area before you quote
• Insurance supplement language for roofing — RCV, ACV, and the phrases adjusters accept