Roof survey report template (UK): free Word and PDF download
A roof survey report template written for UK roofing contractors and roof surveyors, with the pages in the order customers expect and the Cat 1, 2, 3 wording already in place. No sign-up, no email address, no watermark. Open it in Word, put your details in the brackets and delete this line from the last page if you like.
Download the Word template (.docx)View the PDF
What is in the template
- Cover: company name, report title, property address, client, surveyor, date and reference.
- Cover letter: date of survey, weather and surveyor, then a short letter with the standard introduction. Edit it once and reuse it.
- Report structure and repair categories: the three-category table (below) and the disclaimer that the report is an opinion from a visual inspection on the day.
- Roof areas: three area sections, each with Area Description, Area Recommendation, a category tick, an indicative cost and a four-photo grid with captions. Area 1 is filled in as a worked example (chimney stacks, Cat 3); copy the section for more areas.
- Summary and recommended works: a summary paragraph, a costed works table with an indicative total excluding VAT, and your payment instructions.
- Acceptance: a line the client signs to accept the findings and instruct the work subject to a written quotation, and a surveyor sign-off beneath it.
The category wording used in the template
| Category | Definition |
|---|---|
| Category 1 | No immediate action or repair is needed. |
| Category 2 | Repairs or replacement requiring future attention, but estimates are still advised. |
| Category 3 | Urgent repairs or replacements are needed now. Failure to deal with them may cause problems in other parts of the property or cause a safety hazard. |
How to decide between them, with examples, is in Cat 1, Cat 2 and Cat 3 explained.
Filling it in
- Write one area at a time, straight after the visit, from your site notes. The worked example shows the level of detail: materials named, numbers rather than adjectives, and nothing claimed that was not seen. There is a longer walk-through in how to write a roof survey report.
- Paste photos into the grid at a size that still shows the defect, and caption each with what it shows and where.
- Give costs as ranges you are willing to be held to, total them on the summary page, and state your VAT position.
- Keep the disclaimer and the category definitions unchanged from report to report so that returning customers, and their insurers, see the same document each time.
When a template stops being enough
The template does the layout. It does not turn notes into prose, keep photos with their areas when Word reflows the page, total the costs, or get the report signed on a phone the same day. Docutrades does those from the roof: rough notes and photos in, a branded PDF in the same structure out, with a link the customer signs. You can see a finished one on the sample report page or read what it costs on the roof survey software page. The template is free either way.
Template and notes by the Docutrades team. The category wording and disclaimer are the standard text used on Docutrades reports; the worked example is from the sample survey. Free to use and adapt. Published 20 September 2026.