You’re a roofing contractor calling a property manager. Find out who can approve a visit before offering to send your estimator.
“Who arranges roof inspections for [Building] when the maintenance plan comes up for review?”
Start with a property your crew can serve. Use the manager’s answer to choose which part of the call comes next.
Hi [Name], it’s [Rep] with [Roofing Company]. Who arranges roof inspections for [Building] when the maintenance plan comes up for review? Property manager: “I do. We already have a roofer.” You: “Fair enough. Do they cover every building, or can you bring in a second contractor for this one?” Property manager: “They do the repairs. I can get another quote when we review the maintenance contract.” You: “When does that come up?” Property manager: “September. I send the scope to the owner in August.” You: “What would you want a second roofer to look at?” Property manager: “There’s a ceiling stain near receiving. I’d like to know what belongs in the scope.” You: “Has anyone inspected that area yet?” Property manager: “No. I can show you the stain. The owner has to clear anyone going on the roof.” [There is a reason to meet.] You: “Would it help to have our estimator walk through the scope with you before you send it to the owner?” Property manager: “Yes. Meet me at reception on Tuesday. We can look from inside.” You: “How about ten on Tuesday morning, Mountain time?” Property manager: “Ten works.” You: “What’s the best email for the invite? I’ll put reception as the meeting point and note that roof access still needs approval.” [The owner chooses all contractors.] Property manager: “I look after the tenants. The owner hires the contractors.” You: “Who handles the maintenance plan on their side?” [If they share a business contact, ask whether you can mention the referral. Otherwise thank them and finish.] [Every job goes to tender.] Property manager: “We put that work out to bid. We don’t book contractor visits by phone.” You: “Where do you post the notice, and when should we look for it?” [Record the portal and review month. End the call there.] [The incumbent covers everything.] Property manager: “Our roofer has every site. We aren’t adding anyone.” You: “Got it. Thanks for clearing that up. I’ll leave it there.”
Use the fill-in version for your own call · Copy the handoff note
Start with one building. Find out who sets the maintenance scope, whether another roofer can quote and who can approve a site visit. The person who can meet you at reception may need the owner’s permission to take you onto the roof.
A manager who needs a second price may already have an inspection on the calendar. Check what has been arranged before offering another visit.
When is the next inspection already scheduled?
Who decides which contractors can quote on planned work here?
If a site visit makes sense, whose approval would we need to go up?
Illustrative handoff to an estimator. A property manager approved a meeting inside the building. See exactly what the caller recorded about roof access.
Building and meeting point — [site and entrance] Host and access contact — [who can approve each area] Purpose and reported concern — [buyer’s words and any verified findings] Review window — [when and who decides] Agreed visit and next decision — [time, time zone and what happens next]
“Does their agreement include every property you manage?” If it does, ask whether there is a scheduled vendor review. If the manager says the list is closed, thank them and finish.
“That works for a first conversation. Who clears contractors for access to the roof?” Put the approved meeting point in the invite and leave the roof visit pending.
“Sure. Does purchasing need our service area, insurance details or a contact for estimates?” Confirm where to send the requested items and whether there is a review date.
“I can tell our estimator what you’ve seen. What did you notice, and has anyone checked it?” Record the manager’s description in their own words.
Replace the brackets with one building and work your crew can take.
Hi [Name], [Rep] from [Contractor]. Who reviews the roof maintenance contract at [Building]? [If they do] What work is already scheduled for [season]? Can another contractor quote on [scope they named]? [If a visit would help] Who should meet [estimator], and where are we cleared to go?
A tenant may know who manages the property without having authority to hire a roofer.
Hi, this is [Rep] with [Company]. I’m looking for the person who handles building maintenance at [Address]. Is there a management office I can call?
Use a local number and give the manager a reason to call back.
Hi [Name], [Rep] at [Roofing Company]. I’m calling about the next roof maintenance review for [Building]. If you’re taking contractor details for that review, my number is [number]. Again, that’s [number].
Have your own opener? Check your cold call script.
Introduce yourself, name the building and ask who arranges its planned inspections. Once you reach that person, ask when the current maintenance scope gets reviewed. That gives the contractor a reason for the next call.
Find out whether the agreement covers every property and all planned work. A manager might use the incumbent for repairs but invite another quote for annual maintenance. If their agreement rules that out, close the call.
Ask which parts of the site the manager can show you. For an indoor meeting, record the room, the host and the time. Leave roof entry pending until the person who controls access confirms it.
Get the procurement page, the anticipated posting date and the contact for vendor questions. Log the date to check the notice. A buyer directing you to a portal has given you a procurement route.
Yes. Give CallTeam the buildings, territory and types of planned work your team can serve. Its callers qualify the maintenance contact, review window and reason to meet before passing an introduction to your estimator.
CallTeam wrote the conversation and estimator’s note. The maintenance guide and the municipal tender below document two different parts of the buyer’s job.
Prepared by CallTeam ·
Read CallTeam’s appointment qualification standard. It describes which details to confirm before passing a meeting to the person who will attend.
CallTeam works through buildings in your service area, finds the person responsible for roof maintenance and asks when another contractor can be considered. When a visit makes sense, your estimator gets the location, the buyer’s question and the access the host approved.
Explore managed B2B cold calling →Bring your service territory, the roof work you take and the details your estimator needs before leaving the shop.
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