Roofing File Essentials and Best Maintenance Practices

Roofing File Essentials and Best Maintenance Practices

Any roofing contractor would agree that a roofing file is an important part of your maintenance program. That file will come in handy when you need information about your roof, its history, maintenance, warranties and other pertinent data.

commercial roofing maintenance best practices

For a roofing file to be effective, make sure it’s as comprehensive as possible. Here are the most important parts of a roofing file:

Record of Installation

Write down the date of installation of your roofing file. All the paperwork that your roofing contractor gives you should end up in your file, as well. If you ever need information about your roofing system in the future, such as the type of material and all the products used to install it, all you need is your file.


The safest way to keep a record of your roofing warranty is to scan the documents and store them digitally in a server, with a flash drive as a backup. The original documents, however, should be included in your roofing file. 

There are at least a couple of warranties that typically come with a new roofing system. One warranty for the roofing materials and another for the contractor’s workmanship. If your roof fails due to manufacturing defects, your roofing file should help you with a warranty claim. The same goes for a workmanship error. 

With your warranty papers complete in your roofing file, you’ll know immediately who’s responsible for fixing whatever component of your roofing system is failing.

Inspection Reports

Your roof should be inspected by professional roofers at least twice a year to find out whether it needs servicing. When they are done with the inspection, they will provide you a copy of the report. They can also give you a report of all the maintenance tasks they performed. Keep those reports in your roofing file so you have references for inspections and maintenance tasks and dates. More warranties might be provided at this point, and you should add them to your roofing file.


Keep a copy of your insurance details in your roofing file. In case of a roofing emergency, you already have the details you need. You’ll know which party to call and how to file a claim with them. 

If you have pictures of the damage to your roof after a severe weather event, keep duplicate copies in your roofing file. Give your insurance adjuster copies of your pictures as part of your claim.


From your original installation receipts to your maintenance, repair and inspection receipts, you’ll be keeping plenty of these documents in your roofing file. This will help you stay on top of the expenses that come with your roofing system. You can also use the receipts as proof that you have been diligent in maintaining your roofing system if you ever have to file an insurance claim. Insurers can void your insurance or deny your claim if you are unable to prove that you have been taking care of your roof.

Roofers recommend sticking to best practices in terms of roofing maintenance. A properly maintained roofing system lasts longer than a neglected one. Insurers also put a premium on maintenance practices whenever a client files a claim. This is why you should be diligent in sticking to best roofing maintenance practices and also keeping the maintenance documents and receipts in your roofing file. 

Here are some of the best practices in roofing maintenance:

Inspect Your Roof

It’s not true that the only time to inspect your roof is after a storm or any other severe weather event. It’s also false that an inspection is only warranted when the roof is already leaking. If that’s what you’re practicing, you’re not really taking good care of your roofing system. The point of an inspection is to ensure no leaks develop.

Inspect your roof at least twice every year. An inspection is also a time to clean it by sweeping off debris such as leaves and anything else brought by the wind. You should also remove any growths and organic matter. A thorough inspection will help you recognize the signs of damage or an impending leak. You can find underlying issues before they turn into huge and expensive repairs. 

Repair the Damage

Your roof is exposed to the elements 24/7, so it’s only natural for it to sustain some damage over time. This is why regular inspections are important. If you find anything that needs repairing, call a professional roofing contractor and have them work on it immediately. 

Avoid trying to fix the damage yourself or relying on an untrained individual. You and your friend are unlikely to make mistakes or use the wrong materials that would lead to even worse damage. You’ll end up calling a professional anyway to correct your mistake, possibly doubling your expenses. Rely on a professional from the get-go.

Apply a Roof Coating

Most commercial buildings have flat roofs. These roofs are not the same as the sloped shingle roofs you have at home. These flat membrane roofs are easier to maintain when applied over a large building. The absence of a pitch also keeps the building from being too high and exposed to high winds. Flat roofs are also safer to maintain because they are walkable. 

However, most membranes deteriorate faster than metal or asphalt, so maintenance is important. One way to protect them from the damaging heat of the sun is by applying roof coatings. Roof coatings mitigate the damage caused by UV radiation, debris and traffic.

Hire a Professional

One of the best practices in commercial roof maintenance is letting only professionals work on your system. DIY and amateur work often lead to more problems than they solve, so you’re not really keeping your maintenance costs down. Rely only on professional roofing contractors to ensure the best care for your roof. A reputable contractor can inspect, maintain, and replace your roofing system according to the right methods and using only the materials that you prefer. In the end, professional workmanship pays for itself when you realize how long your roof lasts.

Whether you’re dealing with a commercial roof or a residential roofing system, Lask Exterior Solutions, LLC is ready to help you. We are professional roofing contractors and we only apply the latest and best practices in the field. Call us today at (815) 964-2220 or fill out this form. We look forward to working with you in Rockford, IL.