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Last updated ·Published ·14 min read·roofing / proposals

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

The single biggest reason roofers lose insurance claims: proposals missing supplement language. Here's the complete template that adjusters accept, plus the scope-gap clauses that prevent change-order disputes.

Written byHamza Bashir
Key Takeaways

The single biggest reason roofers lose insurance claims: proposals missing supplement language. Here's the complete template that adjusters accept, plus the scope-gap clauses that prevent change-order disputes.

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:

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.

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:

5a. Pricing — cash retail job

Simple structure:

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.

6. Warranty

Roofing warranty structure:

7. Exclusions + change-order terms

Every roofing proposal should exclude:

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)."

Copy the blank template

Here's the whole template as plain text, with blanks for everything job-specific. Copy it into your own document, or download it as a .txt file and open it in Word or Google Docs.

[YOUR COMPANY NAME]
[Address] · [Phone] · [Email] · License # [________]

ROOFING PROPOSAL
Date: [________]          Proposal #: [________]
Valid for: 30 days

PREPARED FOR
Name: [________]
Property: [________]
Phone / email: [________]

PROJECT
Roof size: [__] squares · Pitch: [__/12] · Existing layers: [__]
Job type: [ ] Cash   [ ] Insurance claim  Carrier: [________]  Claim #: [________]

1. SCOPE OF WORK
- Tear off [__] layer(s) of existing roofing down to the deck. Dumpster and disposal included.
- Inspect roof deck after tear-off (see Decking Allowance).
- Install [synthetic underlayment] over the full deck.
- Install ice & water shield at eaves ([__] in. past the interior wall line), in all valleys, and around penetrations.
- Install new drip edge at eaves and rakes. Color: [________]
- Replace step flashing, valley flashing and pipe boots. Chimney flashing: [replace / reseal / by others]
- Ventilation: [ridge vent __ lf / box vents / existing to remain]. Intake: [soffit / existing]
- Install [manufacturer, product line, color] shingles per manufacturer instructions, [__]-nail pattern.
- Starter strip at eaves and rakes; [hip and ridge cap product].
- Clean-up: magnetic nail sweep of yard and driveway on completion.

2. DECKING ALLOWANCE
Included: up to [__] sheets of 7/16" OSB. Additional sheets: $[__] per sheet installed.
We will photograph damaged decking and notify you before replacement.

3. PRICE
Cash job: Total $[________]. Deposit $[____] due [at signing / material delivery]. Balance due on completion.
Insurance job: Your deductible of $[____] is due [at material delivery]. The balance is paid from insurance
proceeds. Recoverable depreciation released by the carrier after completion is payable to [Company].
Supplements for code-required items not in the carrier's estimate will be submitted to the carrier.

4. WARRANTY
Shingles: manufacturer's limited warranty per [manufacturer]'s terms ([__] years).
Workmanship: [__]-year [Company] warranty on installation.

5. EXCLUSIONS
Not included unless listed above: skylight replacement, gutter replacement, chimney repair,
solar or satellite removal and reinstall, interior repairs, structural framing repair.

6. CHANGE ORDERS
Work not described above requires a written change order signed by both parties before it is performed.

7. ACCEPTANCE
Customer signature: ________________   Date: ________
[Company] representative: ________________   Date: ________
Download as .txt

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: Owens Corning limited warranty on shingles per the manufacturer's terms. 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.

About the author
HB

Hamza Bashir — Founder of ScopeCrafters and CEO of Cyphorux. 6+ years building web platforms. Writes about trade proposals, scope language and estimating math. Read more articles by Hamza or read why ScopeCrafters was built.