What it is and why it works
A homeowner has one roof. A property manager might have forty: rental houses, duplexes, a small apartment complex, a strip center with a flat roof. A landlord with ten rentals has ten roofs. None of them want to climb a ladder. What they hate most is the tenant call at 10 p.m. about water in the ceiling.
A maintenance plan gives them a roofer on a schedule. You check each roof once or twice a year, clean what needs cleaning, fix small things, and send photos. They get a record for every property. Small problems like a cracked pipe boot or loose flashing get caught before they turn into a ceiling repair.
For you, it is steady work in the slow months, a list of roofs you know inside and out, and the first call when one of those roofs needs a repair or a replacement. One manager can mean many roofs.
Who to contact
| Who | Who to ask for | Why them |
|---|---|---|
| Residential property management companies | Owner, maintenance director, portfolio manager | Many single-family rentals and small multifamily; they approve vendors |
| Commercial property managers | Facilities manager, property manager | Flat roofs (TPO, EPDM, modified bitumen) need regular checks and drain cleaning |
| Landlords with several rentals | The owner | They make decisions fast and pay attention to cost |
| HOAs and condo associations | Community manager, board president | Shared roofs on townhomes and condos; board wants a record |
| Churches and schools | Facilities or building committee chair | Large low-slope roofs, tight budgets, volunteer boards |
| Local landlord association | Events or vendor contact | Many landlords in one room; some have vendor lists |
What to prepare
- A one-page plan sheet: what each visit includes, how often, and the price
- A visit checklist for your crew (below), so every roof gets the same check
- A photo report format. See R2.
- A simple service agreement: properties covered, visits per year, what small repairs are included, what needs approval, how to cancel
- Your license or registration number, certificate of insurance, and W-9. Managers will ask.
- A spreadsheet or app with each property, roof type, age, and visit dates
- A way to handle tenant contact: who calls the tenant, and how you get access
What a visit includes
| Roof type | Typical checks |
|---|---|
| Shingle (sloped) | Missing or lifted shingles, pipe boots, flashing at walls and chimneys, valleys, ridge vent, gutters and downspouts, attic for stains if you can get in |
| Flat (TPO, EPDM, modified bitumen) | Seams, drains and scuppers cleared, ponding water, punctures, flashing at curbs and walls, rooftop units |
| Metal | Fasteners and washers, seams, sealant at trim and penetrations, rust spots |
| Any roof | Debris removed, overhanging branches noted, photos of every slope and every issue |
Step by step
- Pick your first targets. Search for property management companies and landlord groups in your area. Start with ten.
- Build the plan sheet with two or three levels (examples below).
- Offer one free sample inspection on the manager's worst roof. Send back a full photo report.
- Meet in person to walk through the report and the plan.
- Sign a simple agreement listing each property. Get vendor paperwork done: insurance certificate, W-9, any vendor portal setup.
- Schedule visits for spring and fall. Put them on your calendar a year ahead.
- After each visit, send the report within a few days: photos, what you did, and a repair list with prices for anything outside the plan.
- Get written approval before doing any repair that costs extra.
- Review once a year. Show them which roofs are aging, so they can plan replacements in their budget.
Scripts
Phone, to a property manager
Hi, this is [name] with [company], a roofing company here in [town]. We do roof maintenance plans for property managers: a spring and fall check on every roof, photos after each visit, and a repair list you approve before we do anything. I'd like to do a free check on one of your roofs so you can see our report. Which property gives you the most trouble?
Subject: Roof maintenance plan for your properties
Hi [name],
I'm [name], owner of [company]. We help property managers keep roofs on a schedule instead of waiting for leak calls.
Here's how it works:
• We check each roof in spring and fall
• We clear gutters and drains and fix small items as listed in the plan
• You get photos and a short report for every property
• Anything extra gets a price, and we wait for your OK
I've attached a sample report. I'd be glad to do a free check on one property so you can see it for yourself.
[name]
[company] · [phone] · License #[number]
At a landlord association meeting
Most roof leaks start small: a cracked pipe boot, a loose piece of flashing, a clogged gutter. We check your roofs twice a year, fix the small stuff, and send you pictures so you know what's up there without climbing a ladder. If you have a few rentals, come talk to me after.
How to price the plans
| Plan | Example price (example only) |
|---|---|
| Basic: one visit a year, photos, report | Example: $175 per roof per year |
| Standard: two visits, gutters cleared, minor sealing | Example: $325 per roof per year |
| Flat roof: two visits, drains cleared, seams checked | Example: priced by square footage |
| Five or more roofs | Example: a lower price per roof |
| Repairs outside the plan | Example: quoted and approved first; plan members get priority scheduling |
These are illustrations only. Work out your own prices from drive time, labor, material, and how long each roof type takes. Be clear in writing about what is and is not included.
Seasonal timing
| When | What to do |
|---|---|
| January to February | Sell plans; managers are setting budgets |
| March to May | Spring visits: winter damage, gutters, drains |
| After a storm | Quick check of plan roofs, with photos |
| September to November | Fall visits: leaves, drains, flashing before winter |
| December | Year-end review and replacement planning for next year |
Checklist
- Plan sheet with example prices and what's included
- Crew visit checklist for each roof type
- Photo report template
- Service agreement with approval rules
- Insurance certificate, W-9, license number ready
- Property list with roof type, age, and visit dates
- Tenant access plan
- Next year's visits on the calendar
Mistakes to avoid
- Doing extra work without approval. Get a written OK first, every time.
- Promising "no leaks." A maintenance plan lowers surprises; it does not make a roof leak-proof. Describe the visits, not the result.
- Vague agreements. List every property and what's included. Unclear plans turn into billing fights.
- Storm claims on rental properties. You can document damage and meet the adjuster. Don't negotiate the claim unless you're a licensed public adjuster in your state, and never offer to waive, pay, or "eat" a deductible. In many states that is illegal.
- Skipping the basics. Be registered or licensed as your state requires, pull permits for repairs that need them, and carry the insurance your state requires.
- Unsafe roof work. Flat roofs have edges and skylights. Use proper fall protection on every visit.
- Drone checks without Part 107. Flying for business needs an FAA Part 107 certificate.
Turning one plan into repeat business
- Do the replacement planning for them. A yearly list of "roofs to budget for" puts you first in line when one needs replacing.
- Ask for the next property. "Do you have other buildings we should add?"
- Ask for introductions. Managers know other managers and building owners.
- Send a year-end summary with photos and repair history for every roof.
- Ask for a review after the first year. See C6.
- Go after other repeat buyers like HOAs and churches. See C7.
Want Annie's to do this for you? We can build your maintenance-plan page and sign-up form, set up a property list with visit reminders, and make a clean report template for managers.