Commercial Roof Maintenance: A Guide

Among the many tasks involved in managing a commercial property, roof maintenance is often overlooked until a problem arises. But given how important the roof is to protecting the building (and it's valuable contents), a proactive approach is absolutely crucial.

In this comprehensive guide we'll walk you through the essential steps in establishing a robust commercial roof maintenance plan. From understanding your roof's unique needs to hiring the right professionals for regular inspections, you'll find everything you need below.

Table of Contents

• Establishing a Commercial Roof Maintenance Plan
  • Understanding Your Roof 
  • Establishing a Roof Information File
  • Establishing a Routine Inspection Schedule
  • Documenting Findings
  • Hiring a Professional
• Regular Roof Inspections: What to Look For
• Tips for Choosing a Professional Commercial Roofing Contractor
• Steps to Get Ready for a Roof Inspection

Establishing a Commercial Roof Maintenance Plan

Just as every commercial building has unique needs, so does every commercial roof. Establishing a roof maintenance plan that is tailored to your building's specific requirements is a vital part of ensuring that your roof remains in peak condition.

Understanding Your Roof 

Before you can put together a proper maintenance plan, you first need to understand your roof's specific requirements. Different types of commercial roofs have different maintenance needs. Whether it's a single-ply roof, metal roof, or a built-up roof, each comes with unique challenges and considerations. Learning about your roof's material, its age, and its past maintenance history will help you anticipate potential problems and determine what kind of regular upkeep is required.

Metal Roofs

Metal roofs, another popular option, are praised for their durability and relatively low maintenance needs. However, they're not completely hassle-free. Rust and corrosion can be a concern, especially in areas with high humidity or salty air. Regular inspections for signs of rust and prompt treatment can help extend the life of a metal roof. Additionally, sealants and coatings should be reapplied periodically to preserve the roof's integrity. 

Built-Up Roofs

Built-Up Roofs (BUR) are composed of alternating layers of bitumen and reinforcing fabric, creating a finished membrane. BURs are known for their durability, but they still require regular maintenance. This includes removing debris, checking for ponding water, and inspecting for blistering or cracking in the surface. Any damage should be repaired promptly to prevent further deterioration. 

Single-Ply Roofs

Single-Ply Membrane Roofs come in three main types: TPO, PVC, and EPDM. While these materials are durable and resistant to UV radiation, they can be susceptible to punctures and cracks. Regular inspections are necessary to identify and repair any damage. Additionally, the seams of the roof should be inspected to ensure they remain intact and watertight. 

Remember: The longevity of your commercial roof largely depends on how well it's maintained. Regular inspections, prompt repairs, and preventative measures can go a long way in extending your roof's lifespan and saving you money in the long run.

In conclusion, while different types of commercial buildings and roofs have unique maintenance needs, a proactive approach to roof maintenance is universally beneficial. Knowing your roof's specific needs can help you plan for necessary maintenance and prevent minor issues from becoming major, costly problems.

Establishing a Roof Information File

Next, it is vital to establish a roof information file. This file should contain all important information about your roof, including its age, the materials used, the roofing contractor's details, warranty information, and a log of any past inspections, repairs, or other maintenance work. Keeping a comprehensive record not only helps you keep track of the roof's condition but also provides valuable information to any contractors or professionals you might hire for future maintenance or repair.

Contents of a Roof Information File 

• Project Records: Maintain a comprehensive collection of all documents related to the project. This should include roof drawings, specifications, and plans that detail the location of all penetrations, rooftop equipment, drains, entry doors, etc.
• Approved Submittals: Keep copies of all submittals of supplier product data used for the new roof. This ensures you have all the correct information handily available for future reference.
• Field Reports: Always hold on to field reports associated with the roof installation. These documents provide valuable insights into the practical aspects of the project.
• Correspondences: Archive all letters and messages exchanged between the general contractor, subcontractor, architect, engineer, etc., involving the roof installation. This correspondence can be vital for understanding decisions made during the project.
• Warranty Information: Always have a copy of the warranties from the roof or system manufacturer at your disposal. Make sure to include contact names for quick access in case of any issues.
• Inspection and Maintenance Reports: Keep a regular log of inspection reports filled out chronologically, including digital photos of repairs. These records are integral to properly maintaining the health of your roof.
• Construction Changes or Modifications: Maintain a record of any construction changes or modifications made to the roof, for example, new HVAC units, exhaust vent, or roof walkway system. This information is critical for understanding the current state of the roof.
• Rooftop Equipment Services: Document all rooftop equipment services—detailing who performed the service, when it took place, and where on the roof. This helps in keeping track of the physical condition and maintenance needs of the roof's equipment.

By diligently keeping this file up-to-date, you will ensure that you have a solid grasp of your roof's history and current condition. This proactive approach to roof maintenance can save you from costly surprises down the line and provide valuable insight to any roofing professional you engage with in the future.

Establishing a Routine Inspection Schedule

Having a routine inspection schedule is a key component of a commercial roof maintenance plan. Regular inspections can help identify minor issues before they become major problems, saving money and preventing unnecessary disruption to your business operations. The frequency of inspections can depend on several factors, including the age of your roof, its condition, and the local climate, but a general rule of thumb is to have your roof inspected at least twice a year, and after any severe weather events.

Documenting Findings

Every time an inspection is conducted, it's essential to thoroughly document the findings. This should include any potential issues identified, photos, recommended actions, and any repair or maintenance work carried out. This documentation should be added to your roof information file to create a running record of your roof's condition over time. These records can provide valuable insights into your roof's ongoing health and help anticipate future maintenance needs.

Hiring a Professional

While routine inspections can be done by the building owner or manager, it's advisable to have a professional conduct a more thorough inspection at least once a year. A professional roofing contractor can spot problems that you may miss. They also know how to safely navigate a whole roofing system while causing minimal wear and tear.

By hiring a professional, you can ensure that your roof is in good shape, being properly cared for and that any potential issues are caught early. This can ultimately save you money by avoiding costly repairs or a premature roof replacement.

Tips for Choosing a Professional Commercial Roofing Contractor

When it comes to maintaining the roof of your commercial property, choosing the right contractor is arguably one of the most pivotal decisions you'll make. The integrity of your roof depends largely on the expertise and reliability of the contractor you entrust it to. So, let's dive into some handy tips to guide you in making the right choice. 

Experience in Commercial Roofing 

Not all roofing is created equal. The skills, knowledge, and techniques required for residential roofing can significantly differ from those needed for commercial roofing. Choose a contractor with a strong track record in commercial roofing. This experience ensures they are familiar with the intricacies of commercial roofs, such as the use of different materials, installation techniques, and more. 

Check for Licensing and Insurance 

Ensure your chosen contractor is licensed, as it's a good indicator of their legitimacy and adherence to industry standards. Insurance coverage—both workers' compensation and liability insurance—is also a must-have. This shields you from unnecessary costs or legal issues in the event of an accident or damage during the roof maintenance process. 

Look at Past Work and References 

Get a feel for the contractor’s work by checking out their past projects. A reputable contractor will be proud to showcase their portfolio. Ask for references, too. Speaking directly with previous clients gives you an insight into the contractor’s work ethic, level of service, and the quality of their work. 

Consider Communication 

Good communication is the backbone of any successful project. Your contractor should be easy to contact, responsive, and transparent. They should explain the process to you in a way you understand, keep you updated on progress, and be open to questions. A contractor who values communication will help ensure the process is smooth and stress-free for you. 

Ensure a Comprehensive Maintenance Plan 

A skilled contractor will provide a comprehensive maintenance plan, detailing regular check-ups and routine maintenance tasks. This proactive approach can help extend the lifespan of your roof and save you money in the long run. 

Choosing the right commercial roofing contractor may take some time, but it's worth investing the effort. It's a pivotal decision that can significantly impact your building's integrity and longevity. By following these tips, you'll be well-equipped to make an informed choice.

Steps to Get Ready for a Roof Inspection

If you're hiring a professional to perform an inspection on your commercial roof, here's what you can do to gear up:

Schedule the inspection: Pick a date and time that works for you and the roofing company. Aim for a day with good weather so the inspector can safely navigate and assess the roof.

Inform the building's residents or staff: Let all the people who work or reside in your building know about the upcoming inspection. Make sure they're aware of when it's happening, any temporary closures or access requirements, and any interruptions they should expect.

Prepare the roof: Clear the roof of any equipment, stored items, or debris so every section is accessible during the inspection.

Ensure interior access: Certain internal spaces like attics, upper floors, or areas above ceilings may need to be checked as well. Make sure the inspector can reach these places.

Stay accessible for inquiries: While the inspection is happening, be around—or have a knowledgeable staff member available—to answer any questions the inspector might have or provide additional information about the building or roof if required.

Highlight any safety issues: Make sure you share any potential hazards or areas of concern on your property with us.

Compile your roof documents: If you have any documents about your roof—like warranties, past inspection reports, or details of previous repairs or installations—make them available to us.

The Upshot

In a commercial setting, your roof is more than just a cover over your head; it's an investment that protects your business, assets, and people. As we've seen, maintaining a commercial roof is not a one-time event but an ongoing process. By understanding your roof's unique characteristics, setting up an organized information file, conducting regular inspections, and choosing the right professionals for the job, you can significantly extend the lifespan of your roof and save considerable money and stress in the long run. After all, when it comes to commercial roofing, an ounce of prevention is worth a pound of cure.

If you have further questions, feel free to contact our team here at GIDEON. Whether you need advice on specific roofing systems, recommendations for contractors in your local area, or a free inspection of your roof, we're happy to help you in a free, no-obligation call.