01
Identify the original assumption
Refer to the part of the accepted scope affected by the discovery. State what was assumed about the deck, flashing or concealed connection and where that assumption was documented. Separate a newly discovered condition from a preference to upgrade the project. This creates a shared starting point before discussing price, responsibility or schedule.
02
Record the condition before covering
Ask for photographs showing the location, scale and surrounding assembly. Include a short explanation of why the condition affects the planned work. Where an engineer or designer must assess it, identify that step explicitly. A close photograph of damaged wood without roof location or extent is weak support for a large undefined allowance.
03
Compare the available responses
Request a description of the proposed repair, its limits and any reasonable alternatives the project team considers appropriate. Identify additional access, labor, materials and delays. Ask what remains excluded or uncertain. Keep temporary protection responsibility clear while a decision is pending so an administrative delay does not become an unplanned exposure problem.
04
Connect approval to completion
Record the approved scope and cost through the project's agreed process before the change proceeds, except for separately authorized emergency action. Retain completion photographs and updated material information. Transfer the final change into the owner's roof record; otherwise, the invoice may be the only evidence of an important concealed modification years later.