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4 Essential Elements of a Roofing Estimate (with Template!)

Precision matters. It’s about being professional. It’s about respecting your client’s time. It’s about setting expectations that you can deliver on.

If you can master precision in your roofing estimates, you’ve got the job off to a winning start. And one of the best tools to lock in accuracy is a template.

Put simply, a roofing estimate template is a starting document. It has space for all the details you need to produce an accurate estimate.

All you have to do is add the project-specific information when the time comes. The heavy lifting has already been done for you.

In this guide, we’ll explore the benefits of using a template. We’ll then list the must-include elements.

Next, we’ll share a template you can copy, paste, and personalize. We’ll explain how to calculate costs like a pro before finishing with some quick-fire tips.

The Benefits of Using a Roofing Estimate Template

Using a roofing estimate template benefits your business in a few different ways:

It speeds up the estimation process. Your clients don’t want to be kept waiting. Instead, they want a response fast. When you use a template, you don’t have to start from scratch every time. This is a huge time-saver. Better yet, you deliver an estimate faster without compromising its completeness or accuracy.
It aligns with your values about clear and timely communication. Your clients value transparency. It’s what helps you win their trust. An upfront and easy-to-understand roofing estimate gives them all the information they need. They can use this to make an educated decision about their roofing project.
It makes you look professional—short and simple. Imagine requesting an estimate only to get a mess of figures scrambled on a chaotic document. It’s not a good look at all. And you can bet your prospects will see it as a red flag. A clean and clear estimate is the exact opposite. It’s organized, legible, and looks legitimate.

FROM ONE OF OUR PARTNERS: How to Grow a Roofing Business

4 Essential Elements of a Roofing Estimate

Your clients are spending between $5,860 and $13,150 on a roof replacement. For a roof repair, they’re looking at around $400 to $2,000, depending on the size and scope.

This is a lot of money for anyone, and your clients need to know exactly what they’re paying for. An estimate is where they get this information.

To make sure you give prospects the details they need, include these essential elements:

1. The Details of the Project

This is where you outline what the project will entail and who it’s for.

Is it a repair or a replacement? Will you be working on the whole roof or just part of it? Will it include any extra services, like annual maintenance or painting?

Include the full scope of the proposed project. This shows customers exactly what they can expect if they choose to go ahead. It’ll also serve as the foundation of any future invoices related to the project that you’ll create.

You should also include the client’s information and the address of the property here. 

2. The Cost of Labor and Materials

The details of the project are big picture. This section is about breaking that down into specifics.

First, there’s the cost of labor. You’ll need to factor in a few different things, like:

How many people will be on-site
How long they’ll need to spend on the project
What happens if the project runs overtime

Then, there’s the choice and cost of materials. You might include just one option or several, depending on your initial discussions with the prospect.

List the type of material, brand, the amount you’ll need to order, and any variations like color or size. Then, add the total cost.

3. The Terms and Conditions

This section explains what will happen if the client decides to go ahead and what rules apply. It should outline things like:

Payment protocols, like whether they’ll need to pay a deposit
What happens if adverse weather causes delays
What happens if you are not able to source the materials listed above
What the client needs to do if they change their mind about something (and what, if any, penalties apply)
How long the client has to say yes or no to the estimate
Warranties that apply to your workmanship and materials

4. Your Business Details and Branding

To finish it all off, your estimate needs to be branded. This creates a polished, professional, and trust-winning finish.

Add in your logo. Pop in a link to your website. List out your contact information too, including both your email address and phone number.

Your Free Roofing Estimate Template

Date: [add date]

[Add business logo]

TO:

Client name:

Client address:

Phone number:

Email address:

Property address:

FROM:

Business name:

Business address:

Phone number:

Email address:

Business website:

This estimate is valid for [insert number] days from the date of issue. After this, prices and availability may change.

Project Details

Project Type: [Repair, Replacement, Maintenance, Painting, and so on]

Scope of Work:

[Explain the project here in detail. Include how much of the roof you’ll be working on. If it’s a specific area, provide details on where. Add in any extra services.]

Cost Breakdown

Labor:

Number of workers on-site: [Add number]

Estimated project duration: [Add duration]

Hourly/daily labor rate: [Add rate]

Materials:

Material type: [Insert material type]

Brand: [Add brand]

Quantity: [Add amount]

Specifications (color, size, etc.): [Insert specifications]

Total material cost: [Insert cost]

Total Estimated Cost:

Labor: $[Total labor cost]

Materials: $[Total material cost]

Grand Total: $[Total cost]

Terms and Conditions

1. Payment Terms:

A deposit of [insert percentage]% is required upon acceptance of this estimate. The remaining balance will be due in [add number] payments:
[Explain your milestone payments (e.g., 50% upon halfway completion and 25% upon final completion).]
Final payment is due [add number] days after completion. Late payments will incur a [insert percentage]% interest charge per day after the due date.

2. Project Timeline and Delays:

This estimate is based on a project duration of [add duration]. This is subject to weather conditions and material availability.
Weather-related delays may delay the project timeline without penalty.

3. Material Substitutions:

All materials specified in this estimate are subject to availability. If materials are unavailable at the time of ordering, we will contact you. We can suggest alternatives.

4. Change Orders:

Any changes to the scope of work after the project has commenced must be agreed upon in writing. Changes may result in additional charges.

5. Cancellation Policy:

You have the right to cancel this contract within [add number] days after signing. After this period, cancellation will forfeit the deposit.

6. Warranties and Liabilities:

Workmanship is guaranteed for [add time period]. Material warranties are subject to the terms and conditions of the manufacturers.

Pro Tips for Calculating Total Cost

A roofing estimate template is a huge help. But it’s not totally air tight. You may still give clients inaccurate estimates, and this can cause all kinds of trouble further down the line.

Avoid mistakes with these expert tips:

Tip 1: Get Your Materials Costs Right

An estimate is exactly that. It’s a guess. The closer your guess is to reality, the better.

Calculating the material costs is one of the hardest parts. It’s something that’s entirely outside of your control.

To get as close as possible to the true cost of materials, follow these three tips:

Make sure your measurements of the project area are accurate. Always account for irregular shapes, angles, and slopes.
Don’t forget about waste and overages. Generally, you’ll want to add around 10-15% to the material estimate. You might err on the higher side for particularly complex projects, like roofs with multiple slopes.
Use the most recent market prices you can find. It’s worth making a quick call to the supplier if you haven’t used the material in a while.

Tip 2: Know What Affects Labor Chargers

Wages are up about 4.6% on last year. Your team and any subcontractors you work with will expect you to pay them in accordance with this fee.

You should also consider other factors that impact labor costs, like:

Paying employees’ overtime
Insurance costs, like workers’ comp
Employee benefits

Tip 3: Expect the Unexpected

Life happens. It’s sunny for months, and suddenly, it rains for two weeks straight. Supply chains get disrupted, which means the materials you rely on are in short supply.

Sometimes, projects run smooth as silk. But other times, a whole host of unexpected events occur. When they do, you need to make sure you’re financially prepared.

You can achieve this by doing the following:

Add a percentage to the total cost to cover you should something go wrong.
Make sure your terms and conditions are comprehensive. That way, you won’t be liable for delays.
Write your estimate in a way that’s clear and easy to understand. This prevents misunderstandings.

Tip 4: Don’t Allow Scope Creep

Scope creep is when a project slowly becomes bigger and more involved than you initially thought. The client adds something here and changes something there.

All you did was blink, and the project is no longer profitable. Worse yet, it’s taking much longer than you thought. This is upsetting your other clients.

Prevent this by being ultra-clear about what’s involved. List out the specifics. Leave no room for ambiguity.

Make sure to explain the process the client can go through if they do want to modify the scope. That way, everyone’s on the same page.

Top Takeaway Tips for Using a Roofing Estimate Template

Use these tips to get the most out of your roofing estimate template:

Make clarity your north star. This means using simple language. It means choosing a document layout that helps—not hinders—legibility. It means including all the details your clients need to make an informed decision.
Use a template but personalize it. Add in your branding. This helps your business come across as more professional. It also makes your estimate more memorable.
Ensure your rates are up to date. Are you paying your team the right amount? Are your material prices current? Take a few minutes to check this information. That way, you can proceed full force ahead knowing your estimates are accurate.

Ready to build better estimates with RoofSnap? Try RoofSnap for free!