Inspection Workflow

Welcome to the Inspection Workflow SOP Template Library for Roof Inspection roofing projects. Access free, expertly crafted Standard Operating Procedures for conducting thorough roof inspections. Our templates include detailed steps for inspecting different roofing components, identifying issues, and recommending repairs or maintenance. Download our templates today to streamline your inspection process and ensure comprehensive and accurate results.

Schedule roof inspection with the client

Step 1: Review Client’s Availability and Scheduling Preferences

• Review the client’s availability and scheduling preferences based on previous communications and CRM notes
• Confirm any preferred days, times, or specific scheduling requirements expressed by the client

Step 2: Propose Inspection Dates and Times to the Client

• Propose multiple inspection dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm the Inspection Date and Time with the Client

• Confirm the inspection date and time with the client, providing a summary of what they can expect during the inspection
• Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Inspection Appointment in CRM

• Log the inspection appointment in the CRM, linking it to the client’s file and updating the project timeline to reflect the scheduled inspection
• Assign the inspection task to the designated team member(s)

Step 5: Communicate the Scheduled Inspection to Key Team Members

• Communicate the scheduled inspection to key team members, such as the inspector, project manager, and sales representative
• Confirm that all relevant personnel are aware of the inspection date, time, and scope

Step 6: Prepare a Confirmation Reminder for the Client

• Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the inspection
• Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Inspection Scheduling Process in Project Records

• Document the inspection scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery

Confirm inspection appointment with the client

Step 1: Send a Confirmation Reminder to the Client

• Send a confirmation reminder to the client 24 hours before the scheduled inspection, using their preferred communication method (e.g., email, text, or phone call)
• Include key details such as the inspection date, time, and point of contact

Step 2: Invite the Client to Confirm Their Availability

• Invite the client to confirm their availability for the scheduled inspection, offering a simple method to reschedule if needed
• Record the client’s confirmation or request for changes in the CRM

Step 3: Verify the Inspection Scope and Expectations with the Client

• Verify the inspection scope and expectations with the client, ensuring that they understand what will be covered during the inspection and what deliverables they can expect
• Address any last-minute questions or concerns they may have

Step 4: Confirm the Inspector’s Contact Information with the Client

• Confirm the inspector’s contact information with the client, providing them with a direct phone number or email address in case they need to reach out on the day of the inspection

Step 5: Notify Key Team Members of the Client’s Confirmation

• Notify key team members, such as the inspector and project manager, of the client’s confirmation and any specific instructions or requests
• Update the inspection task in the CRM to reflect the client’s confirmation

Step 6: Send a Final Reminder on the Day of the Inspection

• Send a final reminder to the client on the day of the inspection, confirming that the inspector is on their way and providing an estimated arrival time
• Use automated reminders if available in the CRM system

Step 7: Document the Confirmation Process in CRM

• Document the confirmation process in the CRM, linking it to the client’s file for reference during the inspection and follow-up actions

Mobilize inspection team and set up equipment on site

Step 1: Review the Mobilization Plan with the Inspection Team

• Review the mobilization plan with the inspection team, confirming the key tasks, schedule, and equipment required for the inspection
• Ensure that all team members understand their roles and responsibilities during the setup process

Step 2: Transport Inspection Equipment and Tools to the Site

• Transport all necessary inspection equipment and tools to the site, following the established mobilization plan and transportation schedule
• Verify that all items are securely packed and safely unloaded upon arrival

Step 3: Set Up Equipment and Inspection Staging Areas

• Set up equipment and inspection staging areas according to the site plan, organizing tools and materials for easy access during the inspection
• Confirm that all safety measures are in place for handling and storing materials

Step 4: Inspect Equipment for Proper Functionality and Safety Compliance

• Inspect all equipment for proper functionality and safety compliance, verifying that safety features and emergency systems are operational
• Address any identified issues immediately to prevent accidents or delays

Step 5: Coordinate with On-Site Personnel and Key Stakeholders

• Coordinate with on-site personnel and key stakeholders, such as the project manager, site supervisor, and client representative, to align on the inspection plan and any site-specific protocols
• Confirm points of contact for communication during the inspection

Step 6: Conduct a Brief Team Meeting to Review Inspection Tasks

• Conduct a brief team meeting to review the inspection tasks, highlighting key focus areas and safety protocols
• Reiterate the importance of following established guidelines and maintaining open communication

Step 7: Document the Mobilization and Equipment Setup Activities in Project Records

• Document all mobilization and equipment setup activities in project records and CRM, linking them to the client’s file for reference during inspections and follow-up actions

Conduct site safety briefing with inspection team

Step 1: Gather the Inspection Team for a Safety Briefing at the Start of the Day

• Gather the inspection team at a designated meeting point on-site at the start of the day to conduct a safety briefing
• Ensure that all team members are present and attentive for the briefing

Step 2: Review Key Safety Protocols and PPE Requirements

• Review key safety protocols with the team, such as fall protection measures, proper use of harnesses, and ladder safety
• Emphasize the importance of using the required Personal Protective Equipment (PPE), such as hard hats, safety glasses, and gloves

Step 3: Discuss Specific Hazards and Risk Areas for the Day’s Tasks

• Discuss specific hazards and risk areas for the day’s tasks, such as roof edges, slippery surfaces, or high wind conditions
• Highlight any new or ongoing safety concerns identified during previous inspections or meetings

Step 4: Outline Emergency Procedures and Designate First Aid Contacts

• Outline emergency procedures, such as what to do in the event of a fall, injury, or equipment malfunction
• Designate first aid contacts and provide information on the location of first aid supplies and emergency exits

Step 5: Remind Team Members to Report Unsafe Conditions Immediately

• Remind team members to report any unsafe conditions or hazards immediately to the site supervisor or safety officer
• Reinforce the company’s commitment to maintaining a safe working environment

Step 6: Conduct a Brief Q&A to Address Team Questions or Concerns

• Conduct a brief Q&A session to address any questions or concerns the team members may have about safety protocols or tasks
• Clarify any points of confusion and confirm that all team members understand the briefing

Step 7: Document the Safety Briefing in Project Records and CRM

• Document the safety briefing in project records and CRM, noting key topics covered, identified hazards, and team attendance for compliance purposes

Perform visual inspection of the roof surface, penetrations, flashing, and drainage systems

Step 1: Review Inspection Checklist and Key Focus Areas

• Review the inspection checklist and key focus areas, including roof surface, penetrations, flashing, and drainage systems
• Confirm that all team members are aware of the specific elements to be inspected

Step 2: Conduct a Visual Inspection of the Roof Surface

• Conduct a visual inspection of the roof surface, looking for issues such as cracks, blisters, missing shingles, or signs of wear and tear
• Take note of any areas with visible damage or degradation

Step 3: Inspect Roof Penetrations and Flashing for Proper Sealing

• Inspect roof penetrations and flashing for proper sealing and secure attachment, focusing on areas around chimneys, vents, and skylights
• Look for gaps, loose fasteners, or corrosion that could lead to leaks

Step 4: Check Drainage Systems for Blockages or Damage

• Check drainage systems, such as gutters and downspouts, for blockages, leaks, or damage that could affect water flow
• Verify that all drainage components are securely attached and free of debris

Step 5: Document Findings Using Notes and Photos

• Document findings using detailed notes and photos, capturing key issues such as damaged materials, improper installations, or signs of water intrusion
• Include measurements or sketches if necessary to clarify specific problem areas

Step 6: Verify Safety Measures Throughout the Inspection Process

• Verify safety measures throughout the inspection process, ensuring that team members are using proper Personal Protective Equipment (PPE) and adhering to fall protection protocols
• Address any safety concerns immediately

Step 7: Record Inspection Activities and Findings in Project Records

• Record all inspection activities and findings in project records and CRM, linking them to the client’s file for reference during follow-up and reporting

Take detailed notes and photos of all findings

Step 1: Prepare Inspection Tools and Documentation Materials

• Prepare inspection tools and documentation materials, such as a camera, notepad, measuring tape, and digital inspection forms
• Confirm that all equipment is in good working condition and ready for use

Step 2: Document All Findings with Detailed Descriptions and Photos

• Document all findings with detailed descriptions and photos, clearly noting the location and nature of each issue identified during the inspection
• Use clear and concise language to describe the problem and its potential impact on the roof’s performance

Step 3: Capture Multiple Angles for Key Issues

• Capture multiple angles for key issues, such as cracks, leaks, or improperly installed flashing, to provide a comprehensive view of the problem
• Use close-up and wide-angle shots to show the context and details of each issue

Step 4: Organize Notes and Photos in a Logical Order

• Organize notes and photos in a logical order that aligns with the inspection checklist or roof layout
• Include reference points or labels in photos to indicate the exact location of each finding

Step 5: Cross-Reference Findings with the Inspection Checklist

• Cross-reference findings with the inspection checklist to ensure that all key areas have been thoroughly inspected and documented
• Verify that no critical elements have been overlooked or missed

Step 6: Review and Edit Notes for Clarity and Accuracy

• Review and edit notes for clarity and accuracy, ensuring that all descriptions are precise and easy to understand
• Correct any typos or inconsistencies to maintain a professional standard

Step 7: Save Notes and Photos in Project Records and CRM

• Save notes and photos in project records and CRM, linking them to the client’s file for reference during follow-up meetings and report preparation

Notify client that the inspection is complete

Step 1: Draft a Brief Summary of the Inspection

• Draft a brief summary of the inspection, highlighting key areas covered and any immediate findings or concerns identified during the process
• Keep the summary concise and easy for the client to understand

Step 2: Contact the Client to Provide a Verbal Update

• Contact the client to provide a verbal update, either by phone or in person, informing them that the inspection is complete
• Offer a brief overview of the inspection scope and let them know that a detailed report will be prepared

Step 3: Thank the Client for Their Cooperation and Patience

• Thank the client for their cooperation and patience during the inspection process, reinforcing your commitment to delivering high-quality service
• Invite them to reach out if they have any immediate questions or concerns

Step 4: Confirm Next Steps with the Client

• Confirm the next steps with the client, such as preparing a detailed inspection report or scheduling a follow-up meeting to discuss the findings
• Provide an estimated timeline for when they can expect the report or next contact

Step 5: Reiterate Your Availability for Any Questions or Clarifications

• Reiterate your availability for any questions or clarifications, emphasizing your willingness to help the client understand the inspection results
• Provide your contact information if the client needs to reach you directly

Step 6: Record the Client Notification in CRM

• Record the client notification in the CRM, noting key details such as the date and time of the call, the person contacted, and any relevant notes or client feedback

Step 7: Document the Completion of the Inspection in Project Records

• Document the completion of the inspection in project records and CRM, linking it to the client’s file for reference during follow-up and reporting

Schedule follow-up meeting with the client to discuss inspection results

Step 1: Review Client’s Availability and Scheduling Preferences

Step 2: Propose Follow-Up Meeting Dates and Times to the Client

• Propose multiple follow-up meeting dates and times to the client, offering flexibility to accommodate their schedule
• Clearly communicate the proposed options and confirm the client’s preferred date and time

Step 3: Confirm the Follow-Up Meeting Details with the Client

• Confirm the follow-up meeting details with the client, providing a summary of what will be discussed, such as inspection findings, recommendations, and next steps
• Send a calendar invitation or written confirmation to the client for their records

Step 4: Log the Follow-Up Meeting Appointment in CRM

• Log the follow-up meeting appointment in the CRM, linking it to the client’s file and updating the project timeline to reflect the scheduled meeting
• Assign the meeting task to the designated team member(s)

Step 5: Communicate the Scheduled Follow-Up Meeting to Key Team Members

• Communicate the scheduled follow-up meeting to key team members, such as the project manager and sales representative, to ensure everyone is prepared for the discussion
• Confirm that all relevant personnel are aware of the meeting date, time, and scope

Step 6: Prepare a Confirmation Reminder for the Client

• Prepare a confirmation reminder for the client, scheduling it to be sent 24 hours before the follow-up meeting
• Use the CRM or automated tools to streamline the reminder process

Step 7: Document the Follow-Up Meeting Scheduling Process in Project Records

• Document the follow-up meeting scheduling process in project records and CRM, linking it to the client’s file for reference during follow-up and service delivery

Construction SOPs Your Employees Will Actually Use!

Subtrak’s game-changing SOP software helps contractors effortlessly document their processes and automatically delegate tasks to their entire project team, making sure everyone knows exactly what to do and when.

Schedule a demo today to see how Subtrak can save you time, money, and headaches!

Schedule demo

Download Our Free eBook

Get Blueprint for Success, our free guide to scaling and systemizing your specialty trade construction business.

Learn more