Why state the mils applied?

Because coating thickness is the entire performance specification and it's invisible once cured. A manufacturer warranty is contingent on the specified dry film thickness — printing it is both a technical fact and the thing a cheaper bid usually can't match.

Should ponding water be addressed before coating?

Yes, and say so. Most coating warranties exclude areas of standing water, so coating over a ponding area means installing a product the manufacturer won't stand behind. Quote the tapered insulation or drain correction, or exclude the area explicitly.

How do I handle a roof that's too far gone to coat?

Say so, in writing, with photos, and decline. Coating is a restoration system for a sound roof — applied over a saturated deck or failing membrane it fails quickly, and your name is on it. The referral from an honest no is worth more than the job.

Roof Coating and Flat Roof Maintenance Estimate Template (Free)

What belongs on the estimate

Business name, license number, contact info
Customer name, property address, phone
Roof square footage and existing membrane type
Condition survey — seams, penetrations, ponding, moisture
Cleaning and prep
Repairs — seams, flashings, penetrations
Primer where the substrate requires it
Coating system — product, coats, and mils per coat
Reinforcing fabric at details
Warranty and registration
Exclusions

The template

[Your Business Name] · License #________
[Phone] · [Email]

Estimate #____        Date: __________
Prepared For: [Customer / Property]  Phone: ______
Property: _____________________________________
Roof area: ______ sq ft
Existing membrane: [TPO/EPDM/BUR/mod bit/metal]
Ponding observed: [yes / no]  Moisture scan: ____

--------------------------------------------------
Description                              Amount
--------------------------------------------------
Condition survey + moisture check        $______
Power wash + cleaning — ___ sq ft        $______
Debris removal + drain clearing          $______
Seam repair — ___ lf                     $______
Penetration detailing x___               $______
Flashing repair — ___ lf                 $______
Wet insulation removal + replacement     $______
Ponding correction / tapered insulation  $______
Primer — ___ sq ft [product]             $______
Base coat — ___ sq ft @ ___ mils         $______
Reinforcing fabric at details — ___ lf   $______
Top coat — ___ sq ft @ ___ mils          $______
Walk pads / traffic areas                $______
--------------------------------------------------
Subtotal                                 $______
Tax (if applicable)                      $______
Estimate Total                           $______

SYSTEM: [manufacturer / product]
Total dry film thickness: ___ mils
WARRANTY: ___ yrs manufacturer (registered) +
___ yrs workmanship. Excludes ponding areas,
structural deck failure, and damage from foot
traffic or third-party work.

NOT INCLUDED: structural deck repair, interior
finishes, HVAC or equipment curb replacement,
gutter or downspout work.

The mil spec is the product

Two coating quotes can differ by half the price and half the thickness at the same time. Printing the mils per coat and total dry film thickness makes the comparison actually possible — and it’s the number the manufacturer warranty hinges on anyway.

Exclude ponding, or fix it

Coating manufacturers exclude standing water almost across the board. Coating over a ponding area means installing a system that isn’t actually warranted — so quote the correction, or exclude the area in writing and back it up with a photo.

Sell the annual inspection

A coated roof lasts a lot longer with a yearly clean, drain clearing, and detail check. Quote it as a small recurring line alongside the coating job itself — it protects the warranty and turns a one-off restoration into an account you keep.

Skipping the copy-paste

Software with your per-square-foot cleaning, detailing, and coating rates already saved builds this estimate fast and keeps the survey photos and warranty registration attached to the job record.