Documentation planning

FORTIFIED documentation planner

Organize who will collect project records, where evidence will be kept, and what remains outstanding before, during, and after roof work.

Planning worksheet — not an official checklist or certification. Use the applicable IBHS requirements and your evaluator’s project-specific documentation plan. Completing this worksheet does not establish eligibility or a FORTIFIED designation.

Have the evaluator identify required evidence before work is concealed. The rows below organize responsibilities; they are not a complete list of technical requirements.

Entries stay in this tab; this worksheet does not send them anywhere. Print or download your completed worksheet to keep it before closing the page.

Project / address

Worksheet date

Prepared by / contact

Project stage / quote date

Before work Agree who collects each record and how the evaluator will receive it.

During work Track evidence while details are visible and flag gaps promptly.

After work Reconcile outstanding requests and retain the final records received.

Documentation tracker

Blank fields are for your project notes.

Phase / item	Planned owner / timing	Evidence / file reference	Received / outstanding
BeforeDesignation goal & scopeAsk the evaluator which current standard, checklist, and project details apply.	Planned owner / timing — Designation goal & scope	Evidence / file reference — Designation goal & scope	Received / outstanding — Designation goal & scope
BeforeDocumentation rolesName the evaluator and the people responsible for collecting and delivering evidence.	Planned owner / timing — Documentation roles	Evidence / file reference — Documentation roles	Received / outstanding — Documentation roles
BeforeProducts & installation planRecord proposed products and methods; identify evidence needed for this project.	Planned owner / timing — Products & installation plan	Evidence / file reference — Products & installation plan	Received / outstanding — Products & installation plan
BeforeEvidence handoffAgree photo labels, file locations, recipients, and how missing documentation will be tracked.	Planned owner / timing — Evidence handoff	Evidence / file reference — Evidence handoff	Received / outstanding — Evidence handoff
DuringRoof & deck conditionsRecord evidence requested by the evaluator before relevant work is covered.	Planned owner / timing — Roof & deck conditions	Evidence / file reference — Roof & deck conditions	Received / outstanding — Roof & deck conditions
DuringDeck attachmentTrack the project-specific photos and records requested for deck attachment.	Planned owner / timing — Deck attachment	Evidence / file reference — Deck attachment	Received / outstanding — Deck attachment
DuringSealed roof deckTrack requested material records and installation evidence before work is covered.	Planned owner / timing — Sealed roof deck	Evidence / file reference — Sealed roof deck	Received / outstanding — Sealed roof deck
DuringEdges, flashings & detailsTrack evidence requested for relevant edge, flashing, and roof-system details.	Planned owner / timing — Edges, flashings & details	Evidence / file reference — Edges, flashings & details	Received / outstanding — Edges, flashings & details
DuringCovering & attachmentKeep requested product identification, installation photos, and supporting records.	Planned owner / timing — Covering & attachment	Evidence / file reference — Covering & attachment	Received / outstanding — Covering & attachment
DuringChanges & missing evidenceRecord scope changes and documentation questions; assign each follow-up to a person.	Planned owner / timing — Changes & missing evidence	Evidence / file reference — Changes & missing evidence	Received / outstanding — Changes & missing evidence
AfterEvidence packageList completed files and records; confirm receipt with the evaluator.	Planned owner / timing — Evidence package	Evidence / file reference — Evidence package	Received / outstanding — Evidence package
AfterOpen itemsRecord the evaluator’s outstanding requests and who will resolve each one.	Planned owner / timing — Open items	Evidence / file reference — Open items	Received / outstanding — Open items
AfterDesignation recordRecord the outcome and retain any designation record received. Do not assume designation from this worksheet.	Planned owner / timing — Designation record	Evidence / file reference — Designation record	Received / outstanding — Designation record
AfterOwner recordsKeep relevant contracts, product records, warranty documents, and project documentation together.	Planned owner / timing — Owner records	Evidence / file reference — Owner records	Received / outstanding — Owner records

Follow-up questions, decisions & next steps

Official references: IBHS 2025 technical documents · 2025 FORTIFIED Roof Documentation Checklist (PDF).

Ask your evaluator to confirm the documents and requirements applicable to your project. This planning tool is published by SCS Roofing and Concrete and is not an IBHS form.