Three roofing contractors quote a homeowner in Bristol for a full roof replacement. The prices are within £400 of each other. One sends a text: "£7,200 for the job." One emails a Word document with their name, a total, and a phone number. The third sends a branded PDF with photos of the homeowner's roof taken during the visit, an itemised materials list, a payment schedule, warranty terms, their NFRC number, and a button to digitally approve the quote.
The third contractor wins the job — often without being the cheapest. Not because the homeowner carefully compared every line item, but because the proposal itself communicated something the other two did not: that this contractor pays attention to detail, understands what they're doing, and will run the job the same way they ran the proposal.
Your proposal is the first piece of your workmanship the homeowner can actually evaluate. This guide gives you ready-to-use templates for the four main roofing proposal types UK contractors need, explains what each section must contain, and covers the mistakes that cost you jobs even when your price is right.
What Every Roofing Proposal Must Contain
Before the templates, here are the non-negotiable elements that must appear in every roofing proposal you send — regardless of job type or size. Missing any of these is a red flag to an informed homeowner and a gap in your legal protection if a dispute arises.
Property address and homeowner name
Sounds obvious — but many contractors send generic price documents with no property reference. The address ties the proposal to a specific job and prevents any ambiguity about what was quoted and where.
Detailed scope of work
Not "roof repair" — "Strip and replace 24 broken or slipped plain clay tiles in the rear elevation, re-bed and re-point all ridge tiles, replace cracked lead flashing to left chimney stack." Vagueness invites disputes. Specificity protects both parties.
Materials specification
Brand, type, colour, and standard for every material. "Marley Modern concrete interlocking tile, Smooth Grey, BS EN 490" not just "concrete tiles." This protects you if the homeowner later claims different materials were used.
Fixed price with VAT stated
The total must state whether VAT is included or excluded, and at what rate. If not VAT-registered, state this explicitly. Ambiguity on VAT is a common source of disputes — homeowners assume the figure is the total they will pay.
Payment schedule
Deposit required (typically 20–30%), any stage payments, and balance on completion. Never let a job start without a signed proposal and deposit received. The payment schedule is your financial protection throughout the job.
Warranty and insurance details
Workmanship warranty period and what it covers. Manufacturer guarantee for materials. Your public liability insurance amount. Company registration number. These are the trust signals that separate serious contractors from van-and-ladder operators.
Site visit photos
At minimum two or three photos of the specific roof areas being addressed. These prove you have actually inspected the property, document pre-existing condition, and make the proposal feel specific and personal rather than copy-pasted.
Quote validity and approval mechanism
State how long the price is valid (typically 30 days). Provide a clear approval mechanism — digital signature via Jobber or DocuSign, or a "Reply to approve" instruction. A frictionless approval path reduces the gap between decision and commitment.
Template 1: Residential Roof Repair Proposal
Used for: tile replacements, ridge re-bedding, flashing repairs, valley replacements, moss treatment, guttering — any repair work up to approximately £3,000.
Residential Roof Repair
Best for: tile replacements, flashings, ridges, guttering, minor repairs
[Your Company Name] · Company Reg: [No.] · Tel: [Number] · Email: [Email]
NFRC Member No: [No.] · Public Liability: £[Amount]m insured with [Insurer]
Prepared for: [Homeowner Full Name]
Property: [Full Address including postcode]
Site visit date: [Date] · Surveyed by: [Your Name]
1. Strip and replace [X] broken/slipped [tile type] tiles to the [elevation/area]
2. Re-bed and re-point all ridge tiles using [mortar type] — approximately [X] linear metres
3. Remove existing lead flashing to [location], supply and fit new code 4 lead flashing, sealed and pointed
4. Clear all debris from gutters and check fixings — re-secure any loose sections
5. Full clear-up on completion, all waste removed from site
Tiles: [Brand, type, colour, BS EN standard] — sourced from [Supplier]
Ridge tiles: [Brand, type] to match existing where possible
Lead: Code 4 British Standard lead sheet, [Supplier]
Mortar: [Type — e.g. Tarmac Topmortar or lime-based for older properties]
Fixings: Stainless steel nails/screws throughout
Deposit required to secure booking: 25% (£[amount]) — payable on acceptance
Balance due on completion: 75% (£[amount])
Payment by bank transfer to [account details] or card via [payment link]
Workmanship guarantee: [X] years — covers all labour defects arising from our work
Materials: Manufacturer guarantee applies — [X] years for tiles, [X] years for lead
This proposal does not cover defects arising from existing structural issues not visible at survey
Estimated start: [Date or "within X weeks of deposit receipt"]
Estimated duration: [X] days
This proposal is valid for 30 days from the date above
This template works for repair jobs under £3,000 — the most common enquiry type for UK roofing contractors. The key distinction from a bare quote is the materials specification section. Most homeowners cannot evaluate tile quality or lead grade — but a proposal that names specific brands and standards communicates that you know what you're specifying and care about using the right materials. This alone differentiates you from contractors who just write a number.
Template 2: Full Roof Replacement Proposal
Used for: complete re-roofs, recovering, full strip-and-relay — jobs typically £4,000–£20,000. At this job value, the proposal must work harder because the homeowner is making a significant financial commitment and comparing multiple contractors carefully.
Full Roof Replacement
Best for: full re-roofs, recovering, strip and relay — £4,000–£20,000
Following our survey on [date], we are pleased to provide this proposal for a full roof replacement at [address]. The existing [tile type] roof covering is at end of life — our survey identified [key findings: widespread slippage, nail fatigue, degraded felt, failed flashings etc.]. We recommend a full strip and replacement to prevent water ingress and structural damage. This proposal covers all works required to return your roof to a fully weathertight and warranted condition.
Roof area: approximately [X]m² ([pitch] pitch, [number] elevations)
Existing covering: [tile type and approximate age]
Felt condition: [degraded / torn / perished in areas / serviceable]
Battens: [condition — recommend replacement / serviceable]
Flashings: [lead / mortar — condition and recommendation]
Guttering: [condition — include in scope / exclude]
Ridge and hips: [re-bed only / full replacement]
1. Erect scaffolding to all elevations — [contractor / by others]
2. Strip all existing tiles, battens, and felt — remove and dispose of all waste
3. Inspect and report on rafter condition — replace any defective timbers at agreed day rate
4. Lay new [membrane type] breathable underlay to all elevations, lapped and fixed to manufacturer specification
5. Fix new treated softwood tiling battens at [gauge]mm gauge
6. Supply and fix new [tile brand, type, colour] tiles to all elevations — including all cut tiles, eaves courses, and verge details
7. Supply and fix new ridge tiles — [dry-fix system / mortar bedded — specify type]
8. Renew all lead flashings — chimney, valleys, abutments — code 4 and code 5 as appropriate
9. Fit new [ridge ventilation / eaves ventilation / tile ventilators] to meet BS 5250 ventilation requirements
10. Remove scaffold on completion, full clear-up, all waste off site
Tiles: [Brand + product name], [colour], conforming to BS EN 490/491 — [manufacturer] product guarantee [X] years
Underlay: [Proctor Roofshield / Klober Permo / Unilay HD — breathable, air-open, no cold bridging]
Battens: 25 × 50mm treated Scandinavian redwood, stress-graded, BS 5534 compliant
Lead: Code 4 and code 5 British Standard milled lead sheet
Fixings: A4 stainless steel nails throughout — no galvanised
Ventilation: [Brand] ridge vent system / [X]no. tile ventilators to achieve 5,000mm²/m run
Stage 1 — Deposit on acceptance: 25% · £[amount]
Stage 2 — On completion of strip and underlay: 40% · £[amount]
Stage 3 — On final completion and sign-off: 35% · £[amount]
Workmanship guarantee: [10] years — covers all defects arising from our installation
Manufacturer product guarantee: [X] years (certificate provided on completion)
Annual inspection recommended — available at preferential rate for existing clients
Estimated start: [Date] (subject to scaffold erection and weather)
Estimated duration: [X–Y] working days
Our team will provide 48 hours notice of start date · Works will pause in unsafe weather conditions
This proposal is valid for 30 days
The addition of a survey findings section — specific to this template — does two important things. It demonstrates that you actually inspected the roof carefully and recorded what you found, and it pre-justifies the recommendation to replace rather than repair. A homeowner reading "widespread nail fatigue, perished felt in two areas, failed ridge mortar throughout" understands why a full replacement is being proposed rather than patch repairs. This prevents the "couldn't you just patch it?" objection before it arises.
The staged payment structure is critical at this value level. A 25% / 40% / 35% split protects the contractor against materials exposure without requiring the homeowner to pay the majority before any work is visible. This balance builds trust and reduces payment objections at acceptance stage.
Template 3: Flat Roofing Proposal
Used for: EPDM, GRP, felt, TPO, and liquid-applied flat roof systems — garage roofs, extensions, dormer roofs, commercial flat roofs. The materials specification section carries more weight here because flat roofing materials vary enormously in quality, longevity, and cost, and informed homeowners will check.
Flat Roofing — New & Replacement
Best for: EPDM, GRP, felt systems on extensions, garages, dormers
Following our survey of the [garage / extension / dormer] flat roof at [address], we recommend installation of a [EPDM single-ply / GRP fibreglass / two-layer felt] system. The existing covering is [failed / reaching end of life / leaking at X area]. The recommended system provides [20 / 25 / 50]-year expected life and a [X]-year product and workmanship guarantee.
EPDM: Single-ply rubber membrane, seamless installation, 50+ year material life, maintenance-free, black or grey
GRP Fibreglass: Rigid, fully bonded system, excellent for complex shapes, Class 3 fire rating, paintable finish, 25-year guarantee
Two-layer felt: Cost-effective solution for straightforward applications, 15–20 year expected life
[Delete the options that don't apply and expand the chosen system with specific product details]
1. Remove existing roof covering and insulation — dispose of all waste off site
2. Inspect decking — replace any defective boards (at agreed rate per m²)
3. Install new [X]mm PIR rigid insulation board — U-value target [0.18]W/m²K
4. Install new [OSB/WBP ply] deck board — [X]mm thick
5. Apply [primer / bonding adhesive] to deck — full coverage
6. Install [EPDM membrane / GRP laminate] to deck, mechanically bonded / chemically bonded
7. Seal all upstand details, trim edges with [aluminium trim / GRP trim], seal all penetrations
8. Install new [rainwater outlet / box gutter] — ensure 1:80 minimum fall to outlet
9. Final inspection and water test — certificate issued on completion
System: [Firestone RubberGard EPDM / Renolit Alkorplan TPO / Bauder BAL 3G felt]
Membrane thickness: [1.14mm / 1.2mm / specify]
Insulation: [Recticel Eurowall / Kingspan / Xtratherm] — [X]mm, [X]W/mK conductivity
Deck: [22mm WBP plywood / 22mm OSB/3]
Trims and outlets: [Brand] aluminium or GRP
All materials supplied by [Supplier] — batch certificates available on request
Workmanship guarantee: [X] years — jointly with manufacturer installer guarantee
System product guarantee: [X] years — manufacturer backed, transferable on property sale
Guarantee certificate issued on completion of works and receipt of final payment
The "Why We Recommend This System" section is unique to flat roofing proposals. Because homeowners are often unfamiliar with the differences between EPDM, GRP, and felt systems, explaining the recommendation in one sentence per option — and clearly showing which you're proposing — demonstrates expertise and pre-empts the "why not just use felt like everyone else?" question. Contractors who can explain their material choice clearly are perceived as more professional, even when the price is higher.
Template 4: Commercial Roofing Proposal
Used for: industrial units, retail, warehouses, office buildings — typically £10,000–£500,000+. Commercial proposals require a more formal structure and must address procurement, compliance, and insurance requirements that the decision-maker's employer or insurer will check.
Commercial Roofing Proposal
Best for: industrial, retail, office, educational — formal procurement process
[Company Name] · Est. [Year] · Company Reg: [No.]
Specialist commercial roofing contractor operating across [Region]
Accreditations: NFRC · Constructionline Gold · CHAS · SSIP · ISO 9001
Insurance: Public Liability £[X]m · Employer's Liability £[X]m · Professional Indemnity £[X]m
Named contract reference: [Previous similar project — size, client, year]
We have reviewed the specification, visited the site on [date], and confirm our understanding of the works: replacement of the existing [system] covering to [area]m² of [building type] at [address], including associated drainage, upstand details, and [rooflights / flashings / plant penetrations]. Works to be carried out in [occupied / unoccupied] premises with [access restrictions / working hours / section completion requirements].
System: [Sarnafil / Bauder / Langley / Soprema — named manufacturer single-ply or built-up system]
Specification: [System code, membrane type, insulation U-value target, decking]
Fire classification: [BROOF(t4) / Class B — BS EN 13501-5]
Wind uplift resistance: [Calculated to BS EN 1991-1-4 for site location]
Manufacturer approval: [Approved installer status — Yes/No]
Mobilisation: [X] days after receipt of order
Phasing: [Phase 1: X weeks / Phase 2: X weeks — if phased programme required]
Total contract duration: [X] weeks
Key milestones: Scaffold / access platform erection, strip commencement, system installation, testing and handover
Method statement and RAMS submitted separately
System guarantee: [X] years — jointly warranted by [Company] and [Manufacturer]
O&M manual provided on completion
As-built drawings provided within [X] weeks of completion
Guarantee transferable on disposal of property
Commercial proposals differ from residential in three significant ways: they must address compliance explicitly (fire rating, wind uplift, insurance limits), they should reference the contractor's accreditations in the opening section rather than the footer, and they require a programme with clear phases rather than a simple "X days" estimate. Facilities managers and building surveyors are evaluating whether you can be trusted to manage a live commercial environment — the proposal structure itself communicates this.
Common Proposal Mistakes That Lose Jobs
- Name the specific tile brand, colour, and BS standard
- Include the homeowner's address on every page
- State VAT status explicitly (inc. or exc.)
- Include at least 2–3 site-specific photos
- Provide a digital approval mechanism
- State the warranty period in years, not vague terms
- Send within 24 hours of the site visit
- Write "tiles to match existing" — specify the actual tile
- Leave VAT status ambiguous or unstated
- Use stock photos of roofs instead of the homeowner's property
- Send a price without a scope of work
- Omit your company registration number and insurance
- Send a Word doc with a single line item total
- Wait 3–5 days after the site visit to send
Tools for Sending Professional Proposals
| Tool | Best For | Key Features | Monthly Cost |
|---|---|---|---|
| Jobber | Residential — 1–10 crew | Mobile quoting, digital approval, auto follow-up, payment collection | £39–£119 |
| Tradify | Teams — detailed job costing | Price book, materials tracking, Xero integration, RAMS attachment | £29–£59/user |
| ServiceM8 | iOS sole traders | Fastest on-site quote generation, Apple Pencil signature, GPS job | £9–£99 (jobs) |
| PandaDoc | Commercial / formal tenders | Multi-section proposals, digital sign, audit trail, content library | £19–£49/user |
| Google Docs + PDF | Low-cost start point | Free, flexible — requires manual process and discipline | Free |
Proposal Quality Checklist
- ✅Homeowner's full name and property address — on the first page and in the header of every subsequent page
- ✅Date of site visit and name of surveyor — establishes that you personally inspected the roof
- ✅At least 2–3 site-specific photos — of the actual areas being worked on, taken during the site visit
- ✅Detailed scope of work — specific quantities, areas, and methods — not "roof repair" but exactly what will be done
- ✅Named materials specification — brand, product name, colour, BS EN standard for every material
- ✅Itemised pricing — each major element priced separately, not a single lump sum
- ✅VAT status clearly stated — total shown both ex-VAT and inc-VAT, or "price includes VAT at 20%"
- ✅Payment schedule with amounts and trigger points — deposit %, stage payment trigger, balance on completion
- ✅Workmanship warranty in years — what it covers and any exclusions
- ✅Manufacturer guarantee referenced — number of years and certificate delivery commitment
- ✅Your company registration number — Companies House number confirms you are a legitimate registered business
- ✅Public liability insurance amount and insurer — homeowners are increasingly checking this
- ✅Accreditation logos — NFRC, TrustMark, Which? Trusted Traders, CHAS — whichever applies
- ✅Estimated start date and duration — a commitment to a timeline shows you are organised and have capacity
- ✅Quote validity period — typically 30 days, after which prices may change
- ✅Digital approval mechanism — Jobber's approval button, DocuSign, or a clear "reply to accept" instruction
- ✅Sent within 24 hours of the site visit — ideally same day; every hour of delay reduces conversion probability
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Frequently Asked Questions
What should a roofing proposal include?
A professional roofing proposal should include: the homeowner's name and property address, a clear description of the scope of work, itemised materials list with specifications (tile type, manufacturer, colour), labour breakdown, a fixed price with VAT status stated, the payment schedule (deposit, stage payments, completion), estimated start date and duration, warranty terms for both materials and workmanship, your company registration number, public liability insurance details, and accreditation logos. A digital approval option increases acceptance rates significantly.
How detailed should a roofing quote be?
Detailed enough that the homeowner understands exactly what they are paying for, and that you are protected if there is a dispute later. This means specifying the brand and specification of every material — not just "roofing felt" but "Proctor Roofshield breather membrane" — the number of tiles or square metres, the method of fixing, and any associated work. Vague quotes invite price challenges; specific quotes demonstrate professionalism and protect both parties.
Should a roofing proposal include photos?
Yes — always. Photos from the site visit serve three purposes: they prove you have inspected the roof and understand the scope, they document the pre-existing condition (protecting you from claims that damage occurred during the work), and they make the proposal feel personal and specific to the homeowner's property. A quote with three photos of the customer's actual roof converts at a measurably higher rate than a generic price document.
How quickly should a roofing contractor send a proposal after a site visit?
Same day or within 24 hours. The conversion rate on proposals sent within 24 hours of the site visit is significantly higher than on proposals sent 3–5 days later. The homeowner's engagement is highest immediately after the visit — they remember the conversation, the problem feels fresh, and no competitor has filled the gap yet. With mobile quoting tools like Jobber or ServiceM8, sending a professional branded proposal from the site is now achievable in under 10 minutes.
What is the difference between a roofing quote and a roofing proposal?
A quote is typically a brief price figure — sometimes a number on a piece of paper or in a text message. A proposal is a structured document that includes the full scope of work, materials specifications, company credentials, warranty terms, and terms and conditions. Proposals consistently convert at higher rates than bare quotes because they demonstrate professionalism, reduce homeowner uncertainty, and make your offer feel more considered and trustworthy compared to a contractor who simply texts a number.
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