Start with the location.
Share the property address or site location, building use and a contact for access. For a remote site, explain the known route and any delivery restrictions.
Bring the roof’s history.
Existing drawings, previous repair records and the age of the roof—if known—give the first conversation useful context. It is fine to say what you do not know.
Describe what has changed.
Explain what prompted the call: new construction, a planned replacement, a maintenance concern or a specific issue. Use existing photos or photographs taken from safely accessible ground.
Include the people and timing.
Let the team know whether other trades or building operations need coordination. Bring your preferred schedule as a question, then confirm availability and a written scope.
Start with your project