Top-of-estimate header (identity and terms)
**Your business information** • Legal business name + DBA if applicable • License number (and state if state-issued) • Street address (NOT a PO box) • Phone, email, website • Insurance carrier name + policy number + expiration date (or 'COI available upon request')
**Customer information** • Full legal name(s) on title • Service address • Billing address (if different) • Phone, email • Contact preference
**Estimate meta** • Estimate number (sequential, e.g. EST-2026-001) • Date issued • Valid-through date (typical: 15–30 days — material prices move) • Prepared by (your sales rep or estimator name)
Scope of work (the most important section)
Spell out exactly what you're doing. Vague scope is where disputes and supplement fights start.
**For a complete reroof, include:** • Tear off existing roofing material (specify: 'existing layer(s)' or 'all layers down to decking') • Inspect decking and replace damaged sheathing (specify per-sheet rate for additional replacement) • Install ice and water shield: linear footage at eaves, valleys, around penetrations, and around any feature that requires it by code in this jurisdiction • Install synthetic underlayment: specify brand, ASTM rating • Install drip edge: linear footage, color, material (aluminum or galvanized) • Install starter strip at eaves and rakes: specify brand • Install new shingles: specify brand, line, color, warranty rating • Install ridge cap: specify brand and whether it's a matching hip/ridge accessory • Install ridge vent: specify brand and linear footage • Reflash all penetrations (chimneys, skylights, pipes, wall-to-roof transitions): specify new pipe boots, step flashing, kick-out flashing • Replace pipe boots (specify count and type — rubber vs lead vs galvanized) • Haul away all debris • Clean up site and roll magnet for nails
Pricing structure
**Best practice: itemize, don't lump.** Itemized estimates win disputes and make supplements easier on insurance-paid jobs.
**Square-based items:** • Roofing squares (at $/square for tear-off + install) • Ridge cap (at $/linear foot) • Ice and water shield (at $/linear foot or $/square)
**Per-item line items:** • Pipe boots (per) • Skylight flashing rebuild (per skylight) • Chimney flashing rebuild (per chimney) • Decking replacement (per sheet, with per-sheet rate noted for ANY additional beyond the number included in the estimate) • Dumpster or dump fee • Permit fee
**Totals:** • Subtotal (materials + labor) • Overhead and profit (disclosed as a single line item if desired) • Sales tax (if applicable in your state/jurisdiction) • Grand total
Inclusions and exclusions (this prevents disputes)
**What IS included:** • Everything listed in the scope of work above • Manufacturer warranty (specify: limited lifetime, 50-year, etc.) • Workmanship warranty (specify years — typical: 5 to 10) • Debris removal • Permit pulling and inspection coordination
**What is NOT included (make this explicit):** • Interior damage from pre-existing leaks • Gutter repair or replacement (unless quoted separately) • Fascia and soffit repair beyond 2 linear feet of incidental damage • Chimney masonry work • Attic ventilation modifications beyond the ridge vent scope • HVAC re-flashing if the original installation was non-code • Structural repair to rafters/trusses • Mold remediation if exposed during tear-off • Landscaping restoration beyond basic cleanup
Payment terms and schedule
**Standard payment structure:** • Deposit on signing (typical: 10–25%, check state law — some states cap deposits) • Progress payment when materials delivered (typical: 25–40%) • Balance due on completion (typical: 35–65%)
Never collect 100% upfront. Never promise to 'beat' an insurance payout for the homeowner's deductible — that's illegal in most states and is a textbook reason for license revocation.
**Accepted payment methods:** list the methods you accept (check, ACH, credit card, financing). If you charge credit card surcharge, disclose it.
Legal boilerplate (state-dependent — have an attorney review)
Every state has its own home-improvement contract requirements. At minimum, most states require: • A three-day right to cancel notice (Federal Trade Commission rule + state variations) • Written scope of work and price before work begins • Identity of the contractor and license number • Start and completion date estimates
On insurance-paid roof replacements, many states now require additional language restricting contingency contracts and prohibiting 'we'll cover your deductible' promises (Florida, Texas, Colorado, Tennessee, Missouri, and several others — check your state).
Do not use a generic internet template as-is. Have a contract reviewed by an attorney licensed in your state. The few hundred dollars is cheap compared to what a single license board complaint costs.
Signature block
**Customer acceptance:** By signing below, the customer acknowledges receipt of this estimate, agrees to the scope of work and price above, and understands the payment schedule and cancellation rights. Customer signature: _______________________ Date: _______ Customer printed name: _______________________
**Contractor execution:** Authorized by: _______________________ Title: _______ Date: _______