Sample document
A sample roof condition letter.
A lender, an insurer or a buyer asks the same question during a refinance or a sale: what condition is the roof in, and who says so. This is the one page letter a Paramount Care Commercial member can ask us for, and it is what we would send.
Everything below is made up. The building is ZZZ Sample Business Park, Building B on Sample Commerce Loop NE, Rio Rancho, NM 87124, a street and a building that do not exist. We do not publish a customer’s letter, address or roof, even with the name taken off.
The sample letter
September 4, 2026
To whom it may concern:
RE: Roof condition, ZZZ Sample Business Park, Building B, Sample Commerce Loop NE, Rio Rancho, NM 87124
Paramount Roofing inspects and maintains the roof described below under a Paramount Care Commercial agreement. This letter states the condition of that roof as we observed it on the inspection dates named here, and confirms that the maintenance included in that agreement was performed.
Roof system: TPO single ply membrane, mechanically attached, over the original insulation
Roof area: 18,600 square feet
Inspected: September 5, 2025 and September 2, 2026
Overall condition: Serviceable. Performing, with wear normal for its age. Minor repairs are recommended but no failure was observed.
What we observed
- Field seams were probed across all six roof sections and held at every lap tested.
- Sealant at two rooftop unit curbs had cracked with age. It was cut out and renewed during the visit.
- Ponding water remains at the northeast drain for roughly a day after a heavy rain, which is normal for this roof’s slope and has not damaged the membrane.
- The pipe boot at the northeast corner has a split collar. It was sealed as a temporary measure and is listed below for replacement.
- All drains and scuppers were cleared and flowed freely at the end of the visit.
What we recommend
- Replace the split pipe boot at the northeast corner before the spring wind season.
- Keep the annual inspection and the drain clearing on schedule. Nothing else is recommended at this time.
Next scheduled inspection: September 2027
This letter states the condition of the roof observed on the inspection dates above. It is not a warranty, an insurance product, or a guarantee of any kind, and it does not modify, extend, or replace any manufacturer warranty on the roofing materials or any workmanship warranty issued by Paramount Roofing. A roof changes with weather and time, so this letter speaks only to what was observed on those days. Whether any insurer, lender, buyer, or other party accepts or acts on this letter is determined solely by that party.
Authorized representative, Paramount Roofing
NM GS-21 #400113
1380 Rio Rancho Blvd SE #410, Rio Rancho, NM 87124
505-615-0646 | office@paramountroofingnm.com
Who asks for one of these
Usually a lender during a refinance, an insurer at renewal, or a buyer’s inspector during due diligence. What all three want is a dated statement from a licensed contractor about the condition of the roof, on letterhead, with the inspection dates on it. A member can ask us for one at any time and we write it from the inspections we have already done.
A condition letter states what we observed on the days we inspected the roof. It is not a warranty and not a guarantee, and no letter can promise how an insurer or a lender will decide.