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**Preventative Maintenance SOP

**Preventative Maintenance SOP

Steep-Slope Commercial Roofing Systems**
(RRSA-Aligned / Checklist-Driven)

1. Purpose

This SOP establishes a standardized preventative maintenance (PM) procedure for steep-slope commercial roofing systems. The goal is to ensure consistent inspections, accurate documentation, early issue identification, and long-term asset protection

 

2. Scope

This SOP applies to all steep-slope commercial roof systems, including:

  • Architectural & dimensional asphalt shingles

  • Metal shingles and panels

  • Tile, slate, and synthetic systems

  • All associated components:

    • Shingles

    • Underlayment

    • Flashings

    • Penetrations

    • Ventilation

    • Drip edge

    • Gutters and downspouts

3. Inspection Frequency

Per RRSA standards

  • Bi-annual inspections (minimum)

  • Post-severe weather inspections, including:

    • Hail

    • High wind events

    • Ice storms

    • Hurricanes / tropical systems

4. Safety & Access Requirements

Before any inspection:

  • Follow RRSA safety guidance:

    • PPE worn at all times

    • Secure ladder access

    • Avoid inspections during unsafe weather

  • Photograph:

    • Roof access points

    • Landscape and surroundings

    • Parking lot access for equipment planning

No inspection proceeds if conditions are unsafe.

5. Pre-Inspection Preparation

Inspectors must:

  • Review prior RRSA PM reports and SOP

  • Determine:

    • Roof type

    • Approximate age

    • Known issues

  • Prepare:

    • RRSA PM checklist

    • Drone (if approved)

    • Measurement tools

    • Notation method (digital or printed checklist)

6. Steep-Slope Roof Inspection Procedure

A. Shingles

  • ☐ Check for missing field shingles

  • ☐ Inspect for loose or lifted field shingles

  • ☐ Check for missing hip and ridge shingles

  • ☐ Determine manufacturer and approximate shingle age

Document:

  • Locations of deficiencies

  • Patterned vs. random damage

  • Signs of wind or hail impact

B. Underlayment & Protection

  • ☐ Determine if Ice & Water Shield is installed at eaves

Note:

  • Visible underlayment exposure

  • Signs of moisture intrusion at eaves or valleys

C. Flashings & Penetrations

  • ☐ Inspect all pipe flashings for deterioration

  • ☐ Note pipe sizes and quantities

  • ☐ Inspect water heater vent penetrations and flue caps

  • ☐ Inspect solar stand penetrations if present

Check for:

  • Cracked boots

  • Sealant failure

  • Improper retrofits or fasteners

D. Ventilation

  • ☐ Identify ventilation types (ridge, soffit, box, power)

  • ☐ Determine if large round vents are static or powered

  • ☐ Inspect kitchen and bath exhaust terminations

Confirm:

  • Proper termination

  • No blockage or back-drafting

  • No moisture staining

E. Drip Edge

  • ☐ Note size and color of drip edge

Check:

  • Secure attachment

  • Proper integration with underlayment

  • Rust or corrosion

F. Gutters & Downspouts

  • ☐ Inspect gutters for leaks, debris, and slope

  • ☐ Note gutter sizes

  • ☐ Identify leaf guards and type

  • ☐ Inspect downspouts for clogs and secure attachment

  • ☐ Note downspout sizes

Verify:

  • Proper drainage away from structure

  • No overflow staining or fascia damage

7. Preventative Maintenance Actions

During inspection, perform minor maintenance only if authorized:

  • Remove debris from roof, valleys, and gutters

  • Reseal minor flashing joints

  • Secure loose components

  • Tighten gutter fasteners

Repairs beyond minor maintenance are documented and escalated.

8. Documentation & Reporting

Per RRSA requirements

  • Take extensive photos:

    • Overall roof views

    • Close-ups of deficiencies

    • Access and landscape conditions

  • Compile findings into a formal report including:

    • Checklist results

    • Photo documentation

    • Measurements

    • Notes and observations

Reports submitted within 48 hours of inspection.

9. Post-Inspection Actions

  • Prioritize findings:

    • Immediate

    • Short-term

    • Monitor

  • Provide repair recommendations

  • Update property maintenance records

  • Schedule follow-up inspections or repairs as needed

10. Escalation Protocol

Immediately notify management if any of the following are identified:

  • Active leaks

  • Structural concerns

  • Storm damage

  • Safety hazards

  • Conditions that may impact warranties

11. Record Retention

Maintain all RRSA PM records for:

  • Roof system life

  • Warranty documentation

  • Insurance and asset management purposes

12. Sign-Off & Accountability

Inspection must be completed and signed per RRSA standards: