Group residents’ reports by address and roof section. Add available drawings, earlier repairs and the maintenance plan. Separate urgent repairs, planned maintenance and potential improvements in the proposal. Appoint one contact person and agree who may approve additional work. Arrange roof access and resident communication before work starts, then retain the completion documents in the maintenance file.
Collect the existing information
Group residents’ reports by address and roof section. Add drawings, earlier quotations and the maintenance plan. Identify the last inspection and repair, distinguishing planned work from work that was actually completed.
Make choices visible
Separate necessary repairs, planned maintenance and possible improvements. Show which areas need further investigation and which costs are uncertain. This lets the association discuss the options before approving a defined scope.
Organise decisions and communication
Appoint one contact and agree who may approve additional work. Arrange roof access and information for residents before starting. Keep the completion record with the association’s maintenance administration.
Give each roof section a name
Use recognisable names such as main roof, rear extension or stairwell roof. Link photographs, invoices and reports to that name. A list by apartment alone may be unclear when several homes share one roof.
Prepare a proposal the board can decide on
Ask for the reason, scope and uncertainties of each repair or improvement. Verify internally who may authorise the work. A technical recommendation is useful evidence for a decision, but is not itself an instruction to proceed.
Keep records for the next board
Store contacts, chosen materials, completed roof sections and unresolved matters where future board members can access them. Record the agreed next maintenance discussion, so a change of board does not lose the roof’s history.