When a contractor uncovers decking damage during a roof replacement, the immediate decision is not simply whether to say yes to more work. You need to understand what was found, why the proposed work is needed, what it adds to the agreed scope and exactly what you are authorizing.
Ask for a written description of the change, supporting documentation where available, the quantity and pricing basis, and any effect on the remaining work. Keep the contractor’s observations, recommendations and your approval separate so that acknowledging a problem is not confused with authorizing an undefined repair.
Start with the original proposal
Before reviewing the added work, pull up the proposal and any previously approved changes. Look for language about decking replacement, included allowances, exclusions, measurement units and authorization. Do not assume that decking inspection and decking replacement mean the same scope.
- Locate any decking inspection or replacement language and mark anything you want explained.
- Note any allowance or exclusion relevant to the proposed change; do not assume either is present.
- Look for an explanation of how additional decking work would be measured and charged, and request clarification if it is absent.
- Find any instructions for authorizing changes and confirm who will record your decision.
If the wording is unclear, ask the contractor to explain how the proposed addition relates to the original agreement. The goal is to distinguish newly added work from work already included, not to reconstruct the entire replacement estimate.
Ask what was observed and where
A description such as “bad wood” leaves important questions unanswered. Ask the contractor to identify the affected roof area and describe the condition they observed. Request photographs that show both the location and the detail, where practical, along with an explanation of what the images show.
You do not need to diagnose the decking from a photograph. Instead, ask how the observed condition supports the recommendation. If unfamiliar terms make the explanation difficult to follow, the guide to the parts of a roof can help you follow the discussion.
- Observation: What condition did the contractor find, and in which roof area?
- Recommendation: What work do they propose, and why does it address that condition?
- Uncertainty: Has the full affected area been exposed, or might the scope change as removal continues?
Note Request documentation from a safe location; do not climb onto the roof to verify the condition yourself. This review is homeowner preparation, not a structural assessment. If the contractor identifies concerns beyond decking, ask what further professional assessment is appropriate.
Define the added work, quantity and pricing basis
Ask the change order to describe the material to be removed, the replacement material and the boundaries of the work. If the proposed replacement extends beyond the visibly affected area, request an explanation of why that extent is recommended. A photograph documents a condition; it does not by itself define the approved scope.
Clarify whether the quantity is measured by sheet, board, area or another stated unit. Ask whether it is a confirmed quantity or an estimate pending further exposure, and how the final quantity will be documented. The quantity on the change order should be understandable alongside the proposed work.
Request a written explanation of how the proposed additional charge was determined and what it includes. Compare that explanation with the original proposal, and ask the contractor to resolve anything you cannot reconcile. Before authorizing the change, request the revised project total and clarification of any proposed payment changes.
If the extent remains uncertain, ask what work the current approval covers and what would trigger another authorization request. An approval for a defined area should not leave you guessing whether it also covers later discoveries elsewhere.
Clarify protection and sequencing while you decide
Ask which tasks can continue, which depend on the decking decision and how exposed areas will be protected while clarification is underway. If a prompt response is requested, ask what makes the decision time-sensitive and what can safely happen while you review the written details.
Also ask whether the added work changes material availability, the order of installation or expected completion. Distinguish any proposed temporary protection from the permanent decking work, including whether it is part of the revised scope. Confirm whom the crew should contact if you are unavailable.
Use this blank change-order review worksheet
Copy these fields into your notes and fill them in with the contractor. This worksheet organizes questions; it is not a contract form or a substitute for professional assessment. Use the agreed written change-order process to record the actual authorization.
| Review field | Details to record | Your notes |
|---|---|---|
| Original scope | Relevant decking language, allowance or exclusion. | ________________ |
| Observed condition | Affected location and contractor’s description. | ________________ |
| Supporting documentation | Photographs or explanation supporting the recommendation. | ________________ |
| Proposed work | Removal, replacement material and work boundaries. | ________________ |
| Quantity | Measurement unit, quantity and how it was determined. | ________________ |
| Pricing basis | Rate or added amount, inclusions, allowance credit and revised total. | ________________ |
| Remaining uncertainty | What remains unexposed and what would require further approval. | ________________ |
| Protection and schedule | Temporary protection, paused tasks and expected completion changes. | ________________ |
| Authorization contact | Person authorized to decide and how to reach them. | ________________ |
| Written approval | Exact change-order version approved, by whom and when. | ________________ |
Approve a defined change and keep the records together
Before approving, check that the written change matches the discussion: location, work, quantity, pricing basis and schedule implications. If something material is still unclear, request clarification rather than relying on a vague instruction to proceed. Keep a copy of the exact version you approve.
After the work, retain the original proposal, approved change order, supporting photographs, completion records and final invoice together. If billing depends on measured quantities, ask for the completed quantity record and an explanation of any difference from the approved scope.
Golini Roofing offers residential roofing in Wakefield, Massachusetts. For a question about your Golini project, contact Golini Roofing and refer to your proposal and the specific added work under discussion. This checklist does not describe a company-specific change-order policy.