Practical steps to make your commercial roof repair as pain-free as possible

Problem: You need some repairs to the roof of your commercial building—but you can’t afford to shut down your business operations. Is there a solution? Yes. It begins with a careful assessment of the problem—and then systematic planning.

Step 1: Assess the Damage—and Document Everything

Before calling a contractor or the insurance company, make a comprehensive assessment of all roof damage. Identify leak locations and other problem areas. Take photos. Be as detailed as possible. Note any previous repair work, and assemble all relevant receipts. Thorough documentation matters for the contractor, because it lets them know what your specific concerns are. It also shows that you’re engaged and paying attention, so they won’t sell you anything you don’t need. It matters for the insurance company because it provides documentary evidence to back up any eventual claims. Inaccurate or incomplete documentation is the main reason claims are delayed, underpaid, or even denied.

Things to Remember When Dealing with Insurance Companies

Insurers differentiate between cosmetic damage and functional damage—that which compromises the structure of the roof. Damage that is deemed cosmetic—for instance, a metal roof that has been dented by hail but is still intact—will typically result in a limited payout or even a denial of the claim. Wind and hail damage can also be subject to higher deductibles. And many policies prorate damage caused by normal wear based on the age of the roof. If the insurance company can meet its contractual obligations with a repair rather than complete replacement, it will. For all these reasons, it’s vital to compile thorough documentation before proceeding with any work.

Step 2: Find an Experienced Contractor

When roof damage occurs, it’s natural for owners to call their insurance company as a first step. But it’s important to find a good contractor before contacting the insurance company.

A contractor that has experience dealing with insurance companies can be your advocate and preempt any attempts to minimize your claim. They should have a grasp of what can pass as a valid claim—versus normal wear or cosmetic damage.

Your contractor should also conduct a thorough assessment of the roof, and ensure you’ve compiled the necessary documentation to back up your claim. There may be provisions in your insurance policy that extend beyond physical damage, such as reimbursement for lost revenue, relocation expenses, and other temporary operational costs. Again, your contractor can help you sort through policy provisions that you may have overlooked.

How to choose a good contractor

1. 1Ask for references. A company without good local references might be a bad risk.
2. 2Scrutinize the scope of work. Every detail of the job should be itemized. If it’s not in the contract, chances are it won’t get done.
3. 3Look for a written change order process. If the unexpected arises, you need assurance that your contractor will follow through with integrity.
4. 4Look for a commitment to safety. Accidents cost you, the building owner, as well as the contractor and workers. Lawsuits, insurance claims, and inspections inevitably follow, and that can mean costly delays in the project. Your contractor should be able to show you a thorough, written safety policy.
5. 5Avoid storm chasers. These are contractors, usually from out of the area, that come through after a storm to make quick money. Their work may be substandard, but they’re gone as quickly as they came. So, holding them accountable can be difficult. If they install their materials improperly, even the manufacturers’ warranties may be void.

Once you’ve reviewed the situation with your contractor and assembled your documents, that’s the time to call your insurance company.

Step 3: Repair or Replace?

Does your roof really need repairs—or is it time to replace it? That will depend on a number of factors:

1. 1Type of material. Metal roofs are generally much more durable than composite roofs. They aren’t subject to the common issues associated with composites, such as warping, cracking, shingle loss, or granule loss.
2. 2Age. Even the most durable roof will eventually reach the end of its useful life. That may be after 40 or 50 years for a composite roof; meanwhile, a metal roof may last 50-70 years, or even more. But no roof lasts forever.
3. 3Extent of damage. Is the observable damage widespread or isolated to particular locations? That can inform the decision to repair or replace.
4. 4Energy performance. Even if an old roof is not quite at the end of its life, it may be wise to replace it with more energy-efficient material. Today’s cool roofs are more energy-efficient than ever, which can translate into significant cost savings over time.

How to Minimize Hassles During Your Commercial Roof Repair

There are a number of inconveniences associated with any roof repair that can make normal activity difficult:

Planning Commercial Roof Repairs Around Your Schedule

The most effective way to minimize inconvenience in a roofing project is to plan noisy or disruptive activities when the building is not in use. This may mean scheduling work on weekends, during off-hours, or in slow business seasons. A good contractor will respect your need to maintain normal activity as much as possible. Ask for an operational impact plan that specifies how the work will impact your daily activities.

Making the Most of Your Commercial Roof Repair

Use the opportunity to make upgrades

While you’re improving your roof, it’s a good time to improve your building’s energy efficiency with better insulation or reflective roof coatings. By comparing the estimated savings on energy costs with the remaining life of the building, you can calculate whether the cost of upgrades makes sense.

Establish a Professional Roof Maintenance Program

Most owners pay little attention to their building’s roofing until there’s trouble like leakage or other problems that become obvious. But by then, the problems can compound and involve water damage to the building contents. Contracting with a professional roofing company for a regular maintenance program can prevent problems and save money. A professional will inspect all roof components, including seals, joints, and flashing. The professional will clear away debris, check for good drainage, and look for damaged material such as:

• Rusted or dented metal
• Cracked, warped, or missing shingles
• Inadequate seals on joints

Commercial roofs should be inspected at least twice yearly and immediately following any severe weather events.

Here’s a good action checklist for dealing with roof damage:

1. 1Assess the damage
2. 2Document everything
3. 3Select a contractor
4. 4File any necessary insurance claim
5. 5Review the phasing plan
6. 6Execute the plan
7. 7Inspect the work
8. 8Establish a regular maintenance program

Following these steps will spare you headaches as you deal with your commercial roof issues.