Roofing Intake Forms & Client Questionnaires

Roofing estimates live or die on what you learn before the truck rolls. A homeowner calls and says they need a new roof — but is it a full tear-off replacement, a repair over existing shingles, an insurance claim for hail damage, or a commercial flat roof that needs a membrane patch? Each of those is a fundamentally different job with different materials, crew sizes, timelines, and permit requirements. If your intake is a sticky note that says "roof job, 123 Main St," your estimator is walking onto that property blind.

The Roofing intake form captures the details that shape every roofing job. Roof type — asphalt shingle, architectural shingle, metal standing seam, clay or concrete tile, slate, flat TPO, EPDM, modified bitumen, or built-up. Roof age, approximate square footage, pitch (steep, moderate, walkable), and number of existing layers. It records the type of work requested: full replacement, partial replacement, leak repair, emergency tarp, inspection, gutter replacement, or preventive maintenance. It captures penetrations — chimneys, skylights, plumbing vents, satellite dishes — because every penetration is a potential leak point and adds time to the job.

Insurance Claims and Storm Damage

A significant percentage of residential roofing work is insurance-driven. After a hailstorm, your phone rings fifty times in a day, and every one of those callers needs different handling depending on where they are in the claims process. The form captures whether an insurance claim has been filed, the claim number, adjuster name and contact information, date of loss, type of damage (hail, wind, fallen tree, ice dam, tornado), and whether an adjuster has already inspected the property. Getting the adjuster's contact info at intake — not two weeks later when you are chasing a supplement — saves hours of back-and-forth that your office staff should not be spending.

The intake form is your internal office document — your sales coordinator or office manager fills it out during the initial phone call or lead inquiry. The companion client questionnaire is what you send to the homeowner before the inspection. It asks them to note the roof age if known, describe visible damage, mention any interior water stains or attic leaks, confirm whether they have an HOA with material or color restrictions, and provide access details like locked gates or dog situations. A homeowner who fills this out before your estimator arrives is a homeowner whose estimate gets written faster and more accurately.

Permits, HOA, and Scope Documentation

Most municipalities require a permit for roof replacement, and some require inspections at multiple stages. The form captures whether a permit is needed, the jurisdiction, any known HOA restrictions on materials or colors, and whether the property is in a historic district with additional requirements. For roofers who handle their own permits, having this at intake means you can pull the permit before the material delivery date instead of holding up the job. The form also documents evidence of interior water damage, mold, or compromised decking — conditions that change the scope from a simple re-roof to a structural repair that requires different pricing and possibly a different crew.

Pricing

Each form is $12.99 for the complete set (intake + questionnaire), $9.99 for intake only, or $6.99 for questionnaire only. All PDFs are fillable in Adobe Reader and password-protected against editing.