Free printable template

A roofing call intake checklist for leaks, storms, and estimates

A useful roofing intake records the request type, service address, caller role, property, when the issue began, recent weather, what the caller can safely observe from inside or at ground level, affected rooms or areas, access, photos already available, insurance or warranty context, and the requested next step. It does not diagnose the roof, assess structural safety, interpret coverage, or promise an inspection.

See Clara for roofing

Use this worksheet during phone calls, share it with office staff, or adapt the questions for Clara. Have the qualified people in your business approve the urgency, emergency-services, insurance, service-area, inspection, and response language before using it with customers.

The worksheet

Capture the facts in four steps

1

Caller and property

Confirm who needs help and where

  • Caller name, verified callback number, and email if needed
  • Service address, ZIP code, and service-area fit
  • Owner, tenant, property manager, buyer, seller, adjuster, or other caller role
  • Single-family, multifamily, commercial, HOA, rental, or other property type
Notes
2

Request and timing

Classify the call without diagnosing the roof

  • Leak, storm inspection, repair, replacement, estimate, warranty, maintenance, insurance question, or project update
  • When the issue or damage was first noticed
  • Recent wind, rain, hail, debris, or another event reported by the caller
  • Whether the caller says the condition is active, intermittent, contained, or changing
Notes
3

Safe observations and access

Record only what the caller can already observe safely

  • Interior water, staining, affected rooms, missing material, debris, or other signs in the caller's words
  • Photos or notes already taken from inside or at ground level
  • Occupancy, building contact, gates, parking, pets, and site-access constraints
  • Any immediate danger, injury, fire, downed line, falling material, or structural movement reported in the caller's words
Notes
4

Inspection and handoff

Set a review path without promising attendance or coverage

  • Repair, inspection, replacement estimate, warranty review, or other requested next step
  • Insurance claim status, claim reference if the business approves collecting it, and adjuster contact when relevant
  • Primary review owner, backup, and approved response window
  • Exact expectation given to the caller and whether any handoff was acknowledged
Notes

Guardrails

What the intake should not do

  • Do not ask or encourage a caller to climb onto a roof or enter an unsafe area
  • Do not diagnose the source, extent, repair, or structural safety of reported damage
  • Do not provide emergency, electrical, structural, tarp, repair, or insurance instructions outside the business's approved language
  • Do not interpret a policy, promise coverage, predict a claim, or represent an insurer
  • Do not promise an inspection, crew, price, material, arrival time, start date, or completion date outside current approved information
  • Do not collect policy, gate, alarm, or lockbox details in a channel the business has not approved for sensitive information

Owner handoff

Finish with one useful summary

  • Caller, verified contact details, service address, property type, and caller role
  • Request type, start time, recent weather, and current status in the caller's words
  • Safe interior or ground-level observations, affected areas, photos already available, and access notes
  • Insurance, warranty, existing-project, or adjuster context without a coverage conclusion
  • Route followed, named review owner, acknowledgment state, response window, and every expectation already given

Methodology and review

A template built around clear boundaries

This worksheet follows Clara's governed US call-intake model and an August 22, 2026 review of roofing intake language across Perplexity, Firecrawl, Parallel, and recent X posts. Repeated fields included contact details, service address, caller role, request type, when the issue began, recent weather, safe observations, affected areas, photos, access, insurance context, and the requested next step. Recent X results supported estimate effort and common storm, leak, inspection, and replacement language but were not treated as proof of conversion, revenue, urgency, or outcomes. Published and reviewed August 22, 2026.

Put the checklist to work

Configure Clara for your roofing business

Add your business details and intake rules, then run a test call before connecting customer calls.

Start free