Create an approval record for managed-property roof work

Freeze the proposal being considered

Give every proposal a date or version and keep attachments with it. The decision packet should identify the affected roof area, observed conditions, proposed work, assumptions, exclusions, access plan, price, and contractor information. If multiple bids address different repair limits, summarize those differences before a vote or owner decision. Do not reduce them to totals alone. Record open questions about responsibility, insurance, permits, concealed damage, or resident coordination without inventing answers.

Capture the actual approval

Save the written approval, meeting record, resolution, or owner direction that applies, along with the name and role of the approving party and any conditions. Confirm which proposal version and alternates were accepted. A request to schedule is not automatically proof that price and scope were approved. Send the contractor one written authorization path and identify who can approve field changes. Preserve required resident notices and access confirmations as separate records.

Reconcile changes and completion

When concealed conditions or added work arise, require a written description, photos, cost, schedule effect, and approval before proceeding unless an authorized emergency exception applies. At completion, match invoices and change orders to the approved record. Collect before-and-after photos, repaired-area map, product information, inspection notes, and contractor-issued warranty terms. Record unresolved interior restoration, drying, access, or monitoring items with an owner and due date. This makes the file useful to future managers, boards, owners, and contractors.

• Keep bid rejection reasons factual
• Do not circulate private resident details broadly
• Store final payment evidence with the closeout package

Issue a controlled completion notice

Prepare a brief notice that states where work occurred, the completion date, access or cleanup status, and the management contact for any observed problem. Do not copy technical claims or warranty promises beyond the contractor's written documents. Send residents only the information needed for their units and common-area use. Internally, link the notice to the accepted proposal, approved changes, invoice, and closeout photos. If drying, interior finishes, monitoring, or another trade remains open, list it as a separate action with an assigned owner. This keeps roof completion from hiding unfinished related work. Ask the records custodian to confirm receipt of the full closeout package. Record where retained materials, keys, and any matching spare roof products are stored for future authorized use.