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From takeoff to client proposal: what a bid-ready commercial roofing proposal has to show
Disclosure: Sharp Pencil sells commercial roofing takeoffs, so we have a stake in this topic.
This is a checklist, not contract or legal advice. Your bid documents and your own terms decide the final wording.
Last updated: 2026-10-30. Live facts checked on 2026-10-30.
What should a commercial roofing proposal include after the takeoff?
The system and attachment, tear-off or recover, insulation and cover board, line items by unit, flashings and edge, alternates, inclusions and exclusions, addenda acknowledged, the warranty named, and the open questions. Each line should trace back to a quantity in the takeoff. Every quantity carries its source sheet and its basis.
Short answer
A bid-ready proposal names the system by membrane, thickness and attachment, says tear-off or recover, and lists the insulation and cover board. It shows line items by unit, straight from the takeoff, plus flashings, edge, penetrations and any steep slope areas. It lists alternates, inclusions, exclusions and assumptions, the addenda you acknowledged, the warranty, and the questions still open. If a reader cannot match a line to the plans, it is not ready.
Start from a takeoff you can defend
A proposal is only as clear as the quantities under it. If a quantity has no sheet behind it, the proposal line has nothing to stand on. See roofing takeoff vs estimate for where the takeoff ends and the estimate begins.
Name the system the way the spec does
Write the membrane type, thickness and attachment (for example "60 mil TPO, mechanically attached"), the insulation layers, the cover board, and whether it is tear-off or recover. For steep slope, name the standing seam profile and gauge, or the shingle line and underlayment, as specified. See tear-off vs recover takeoff and how to read Division 07 for a roofing takeoff.
Line items by unit, straight from the takeoff
Each proposal line should match a takeoff line you can point to.
| Takeoff line | Unit | What the proposal line says |
|---|---|---|
| Field membrane | SF or SQ | System, thickness and attachment |
| Insulation and cover board | SF, by layer | Thickness or R-value as specified, tapered if shown |
| Base and curb flashing | LF and EA | Heights and count of curbs |
| Edge metal and coping | LF | Profile and finish as specified |
| Drains and penetrations | EA | Count, by type |
| Walkway pads | LF or SF | As shown on the roof plan |
| Steep slope field | SQ | Shingle or standing seam, by area |
| Ridge, hip, valley, rake, eave | LF | Each listed, not lumped |
See tapered insulation takeoff, edge metal takeoff, standing seam metal roof takeoff and asphalt shingle roof takeoff.
Alternates and unit prices go on their own lines
Each alternate gets its own line and its own quantity, never folded into the base bid. Unit prices state the unit they apply to. See bid alternates and unit prices.
Inclusions, exclusions and assumptions
Some items need a line one way or the other, so the reader is not left guessing.
| Item | Why it gets a line |
|---|---|
| Wet insulation replacement | A moisture survey can find it, but the full quantity is often not known until tear-off. State a unit or an allowance as your terms allow |
| Deck repair | Deck condition is not known until the old roof is off. State a unit or an allowance as your terms allow |
| Rooftop unit disconnects and resets | May be done by HVAC or electrical trades. Say who does it |
| Permits, bonds, taxes | Bid documents differ |
| Work not on the roof plan | See the items list |
| Anything you assumed | Write it down so the reader can see it |
See roofing bid items not on the roof plan.
Addenda, warranty and the open questions
- List the addenda you acknowledged by number and date. See how to update a roofing takeoff when addenda land.
- Name the warranty the spec asks for and who issues it. See roof warranty requirements.
- Anything still unanswered goes on the proposal as a clarification, and it starts on the Questions tab. See the roofing RFI register.
- A validity date belongs on the proposal. See how long to hold a roofing bid when material prices go up.
A one-page check before it goes out
| Check | Pass when |
|---|---|
| System named | Membrane, thickness, attachment, tear-off or recover |
| Every line has a unit | No lump sums without a quantity behind them |
| Alternates separate | Each has its own line |
| Exclusions written | Nothing left to assumption |
| Addenda listed | Number and date for each |
| Questions shown | Each open question is stated |
Where the takeoff hand-back fits
You build the proposal. The takeoff gives you the quantities to build it from. Every quantity carries its source sheet and its basis.
Four files: START HERE, marked-up drawings PDF, Takeoff.xlsx with a Questions tab, and the material order list.
Pricing is optional. Send your cost data and we apply your prices to the quantities. Any line you have not priced comes back marked UNPRICED. See takeoff to material order and a sample takeoff.
FAQ
What should a commercial roofing proposal include?
The system and attachment, tear-off or recover, insulation and cover board, line items by unit, flashings and edge, alternates, inclusions and exclusions, addenda acknowledged, the warranty and the open questions.
Should a roofing proposal show quantities?
Showing the unit and quantity on each line lets the reader compare your proposal with the others line for line. How much detail to show is your call.
Where do exclusions come from?
From the takeoff and the bid documents. Anything you did not measure, could not measure, or assumed belongs on the list.
How do I handle alternates in a proposal?
Give each alternate its own line and its own quantity, separate from the base bid.
What if the addenda change the scope after the proposal is written?
Update the changed lines from the takeoff, then update the proposal and list the addendum by number and date.
What does Sharp Pencil send back on a takeoff?
Four files: START HERE, marked-up drawings PDF, Takeoff.xlsx with a Questions tab, and the material order list. Every quantity carries its source sheet and its basis. Usually within one business day. Delivered within 48 hours*.
*Clock starts once any questions we send you are answered.
Why send it to us
- We take off steep slope (standing seam, shingle) and commercial low slope (TPO, EPDM, PVC, mod bit, BUR) from the full set.
- Every quantity carries its source sheet and its basis.
- Four files: START HERE, marked-up drawings PDF, Takeoff.xlsx with a Questions tab, and the material order list.
- Pricing is optional. Send your cost data and we apply your prices to the quantities. Any line you have not priced comes back marked UNPRICED.
- Usually within one business day. Delivered within 48 hours*.
- A plan set you send us will never be used to compete with you, and plan sets are deleted whenever you ask.
- First takeoff free, one per contractor, on a job you're bidding or quoting.
Residential is not our focus today, but ask if you have a job in mind.
*Clock starts once any questions we send you are answered.
Try it on a job you are bidding
Get your first takeoff free · $395 per takeoff · See a sample takeoff
The Sharp Pencil team