Staying organized with your roofing paperwork isn’t just “nice to have”—it protects your warranty, speeds up insurance claims, and can raise your home’s resale value. If you’ve ever wondered exactly what to save and how long to keep it, you’re in the right place.
At All Seasons Roofing, our Hemet Roofing experts recommend building a simple, consistent “roof file” that you update after every inspection or repair.
The Short Answer: The Records to Keep
Our Hemet Roofing experts recommend keeping these core items in a single, well-labeled folder (digital and physical):
- Inspection reports and photos
- Repair invoices, estimates, and change orders
- Warranties (materials and workmanship) and product data sheets
- Permits and final inspections from the city or county
- Before/after photos and videos (including drone shots when available)
- Maintenance log with dates, tasks, and who performed them
- Insurance documents and storm/event notes
- Contractor credentials (license, insurance, workers’ comp, references)
- Payment proof and lien releases
- Roof plan or equipment map (vents, skylights, solar mounts, satellite, HVAC)
Why These Records Matter
- Warranty protection: Manufacturers often require documented maintenance. Our Hemet Roofing experts recommend saving every inspection and maintenance entry to prove compliance.
- Insurance claims: Photos, dates, and pro reports help establish storm damage versus wear-and-tear—crucial after Santa Ana winds or heavy winter rains.
- Resale value: Buyers and inspectors love a clean paper trail. A complete roof history can reduce negotiation friction and boost perceived value.
- Budgeting: Reports and logs help you forecast upcoming maintenance or replacement timelines.
What Exactly to Save (And What It Should Include)
- Inspection Reports
- What to keep: Full report PDF, photo set, moisture/thermal readings, recommendations.
- Details that matter: Roof type, age estimate, condition grading, defects, locations, and timestamped photos.
- Our Hemet Roofing experts recommend requesting annotated photos and a prioritized action list after every visit.
- Repair and Service Records
- What to keep: Signed estimates, final invoices, change orders, scope of work, and materials used.
- Details that matter: Exact location of repairs, number of tiles/shingles replaced, sealant types, flashing details, and any workmanship warranty period.
- Save both the estimate and the final invoice to document scope changes.
- Warranties and Product Info
- What to keep: Manufacturer warranty certificates, registration confirmations, and workmanship warranties.
- Details that matter: Warranty term, coverage conditions, required maintenance schedule, transferability for resale.
- Our Hemet Roofing experts recommend registering product warranties within the required window and saving the confirmation email as a PDF.
- Permits and Final Inspections
- What to keep: City/county permit, passed inspection cards, and completion sign-off.
- Why it matters: Confirms code compliance—important for insurance and resale.
- Photos and Videos (Before/After)
- What to keep: Wide shots and close-ups of problem areas, penetrations, valleys, and edges; drone imagery for steep or fragile roofs.
- Pro tip: Keep file names descriptive and dated, like
2025-03-14_Roof_Inspection_Hemet_SW_Valley.jpg. - Our Hemet Roofing experts recommend snapping attic photos of sheathing, insulation, and vents too.
- Maintenance Log
- What to keep: A simple running list of service dates, tasks done (gutter cleaning, debris removal, sealant touch-ups), by whom, and notes.
- Why it matters: Shows consistent care, supports warranties, and helps diagnose recurring issues.
- Insurance and Weather Event Documentation
- What to keep: Claim numbers, adjuster reports, engineer notes, settlement letters, and related communications.
- Weather notes: Date/time of storms, wind speeds (NWS screenshot), rainfall totals, and photos of debris or missing shingles immediately after.
- Our Hemet Roofing experts recommend a quick “storm diary” entry with photos taken within 24–48 hours.
- Contractor Credentials
- What to keep: Contractor license, general liability and workers’ comp certificates, manufacturer certifications, and references.
- Why it matters: Validates professional standards and protects you from risk.
- Roof Plan or Equipment Map
- What to keep: Simple sketch or annotated photo identifying skylights, chimneys, vents, solar mounts, satellite dishes, HVAC curbs, and tricky drainage spots.
- Why it matters: Speeds troubleshooting and future service.
- Payment Proof and Lien Releases
- What to keep: Receipts, bank confirmations, and signed lien releases from your contractor and any subcontractors.
- Why it matters: Prevents future title issues at sale.
How Long Should You Keep Roof Records?
- Active warranties: Keep everything for the full term of the warranty plus 2 years.
- Major repairs/replacements: Keep records for the life of the roof.
- Insurance claims: Keep documents for at least 5–7 years.
- Selling your home: Keep all records until after closing; provide a copy of the roof packet to the buyer or their agent.
Local retention rules or insurance policies can vary; our Hemet Roofing experts recommend keeping digital backups indefinitely since storage is inexpensive.
How to Organize Your Roof File (Fast and Simple)
- Digital-first approach: Create a folder structure by address and year:
- Roof > 1234 Acacia Ave > 2025 > Inspections, Repairs, Photos, Insurance
- File naming conventions:
YYYY-MM-DD_DocumentType_Company_Address.ext- Example:
2025-11-12_InspectionReport_AllSeasonsRoofing_1234Acacia.pdf
- Example:
- Backups: Save to at least two places—cloud drive and an external hard drive.
- Attach emails as PDFs: Convert key emails to PDFs and file them with related documents.
- Single-page summary: Keep a one-page “Roof Snapshot” at the top with roof type, install date, warranty terms, and last service date.
- Our Hemet Roofing experts recommend sharing your roof folder with household decision-makers and, if applicable, property managers.
Hemet-Specific Tips That Pay Off
- Document wind events: Santa Ana winds can lift shingles and tiles. Log dates and capture photos even if damage looks minor.
- Track heat-related wear: UV cracks in sealants and pipe boots are common; include close-ups in your photo set.
- Wildfire ash or debris: Log cleanup visits; particulate can accelerate wear and clog drainage.
- Solar systems: Save panel layout, mounting details, and roof penetrations map; note any dates when solar contractors accessed the roof.
Common Mistakes to Avoid
- Relying on emails only: Emails disappear. Save PDFs to your roof folder.
- No before/after photos: Without “before” shots, it’s harder to prove storm damage later.
- Missing maintenance log entries: Skipping simple notes can jeopardize warranty claims.
- Not saving change orders: Scope changes matter for warranty and insurance documentation.
Our Hemet Roofing experts recommend treating your roof file like a medical chart: complete, dated, and easy to understand at a glance.
Quick Start: Your 15-Minute Action Plan
- Create your roof folder in the cloud and on a backup drive.
- Add a “Roof Snapshot” one-pager.
- File your most recent inspection report and photos.
- Scan and save warranties, invoices, and permits.
- Start a maintenance log with your last three service dates.
- Set calendar reminders for spring and fall checkups.
FAQs
- Do I own the inspection photos? Typically yes when provided in your report; confirm usage rights with your contractor. All Seasons Roofing includes shareable photos in our reports.
- Are smartphone photos good enough? Yes—ensure they’re well lit and dated. Our Hemet Roofing experts recommend wide shots plus close-ups with a ruler or coin for scale.
- What format is best for records? PDFs for documents; JPG/PNG for photos; MP4 for videos.
Work With a Pro Who Documents Everything
All Seasons Roofing delivers photo-rich, homeowner-friendly reports and keeps clear records of every visit. Our Hemet Roofing experts recommend a proactive, documented approach so you’re covered for warranties, insurance, and resale.Ready to get your roof records in order—or need a fresh inspection with complete documentation? Contact All Seasons Roofing today. We’ll inspect, maintain, and organize the details that protect your home in every season.