Most homeowners have never assembled a complete roof documentation file. The absence of this documentation is the single most common reason that insurance claims are delayed, disputed, or partially denied. The paper trail is the difference between a claim that pays and one that does not.
Here is what should be in your file. The complete package is six items.
1. The current wind-mitigation report (OIR-B1-1802)
The two-page form completed by a Florida-licensed inspector that documents the roof's age, attachment standard, underlayment type, and storm-related features.
The report is the single most important document for your insurance premium. It is also a baseline against which post-storm damage is measured.
A report older than 5 years should be refreshed. The inspection costs $200-$400 and typically pays back through premium savings within a year.
2. Product approvals (FPA / NOA)
The Florida Product Approval or Miami-Dade Notice of Acceptance for every major component:
- Field material (tile, slate, metal, shingle)
- Underlayment
- Flashings (if specifically approved products)
- Fasteners
These documents prove the materials were code-compliant when installed. In a claim dispute, the carrier may request them; without them, the dispute can stall.
3. The installation permit and certificate of completion
The permit issued by the county or city for the original installation. The certificate of completion stating the work passed final inspection.
These documents prove the roof was installed with proper oversight. Missing permits can create claim complications.
4. The contractor's specifications
The written specification from the contractor describing exactly what was installed. Materials, attachment patterns, fasteners, underlayment, flashings.
Without this documentation, the carrier's adjuster may need to assume the installation specification from visual inspection, which is less favorable to the homeowner.
5. Pre-storm photographs
A photographic record of the roof in its undamaged state. Multiple angles, both ground and aerial:
- Each elevation from 20 feet
- Close-ups of any specific features (flashings, valleys, ridge)
- Date-stamped within 12 months
These photographs are the baseline against which post-storm damage is documented. Without them, the carrier's measurement of damage is the homeowner's only reference.
6. The closeout package from the original installation
Everything that came with the original installation:
- Manufacturer warranties
- Workmanship warranties
- Closeout photographs from installation phase
- Maintenance schedules
How to assemble the file
If your roof was installed by a quality contractor with proper documentation discipline, the closeout package contains most of this. Find it.
If you cannot find the closeout package, you can reassemble most of it:
- Wind-mitigation report: hire a new inspection.
- Product approvals: contact the contractor; they should have the documents on file.
- Permit and completion certificate: request from the county or city.
- Specifications: contact the contractor.
- Pre-storm photographs: take them now, before any storm.
- Closeout package: the contractor should have a copy.
The assembly takes a few hours. The cost is the inspection fee and possibly an admin fee from the contractor. The result is a complete file.
Where to keep it
Two copies. One physical (in your home, in a fire-resistant container). One digital (in cloud storage you control).
The fire and flood scenarios — when this documentation matters most — also tend to destroy the documentation. The cloud copy is what survives.
A note on selling
If you are selling, the buyer's inspector will request all six items. The complete file becomes part of the property's documentation and can affect the sale price and time on market.
Owners who have maintained the documentation typically sell faster and at slightly higher prices than owners who have not. The documentation is itself a small value-add at sale.
What we provide
For every roof we install, we deliver the closeout package as both a physical document and a cloud folder. We retain copies for our own records as well.
If you have lost the package, contact us. We typically retain everything for 25 years; older projects may have only key documents.
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