SOP: Litigation Avoidance

1. Purpose
The purpose of this SOP is to establish guidelines and procedures to minimize the risk of legal disputes and litigation in all operations of the roofing company.

2. Scope
This SOP applies to all employees, subcontractors, and stakeholders involved in the operations, including sales, project management, installation, customer service, and post-project activities.

3. Responsibilities
- Management: Ensure compliance with this SOP, provide necessary training, and review procedures regularly.
- Project Managers: Oversee project execution in accordance with contractual obligations, safety standards, and quality controls.
- Sales Team: Ensure accurate representation of services and deliverables in all customer interactions and contracts.
- Installation Teams: Adhere strictly to safety guidelines, building codes, and manufacturer specifications during installation.
- Customer Service: Handle all customer complaints promptly and document all communications.

4. Procedures

4.1 Contractual Clarity
- Use legally vetted, standard contracts for all projects. Avoid verbal agreements.
- Clearly define scope of work, payment terms, warranties, and project timelines.
- Include clauses that address potential delays, change orders, and unforeseen circumstances.
- Ensure all parties understand and agree to contract terms before commencing work.

4.2 Documentation
- Maintain comprehensive records of all communications, contracts, change orders, and project-related documentation.
- Use project management software to log daily progress, issues, and resolutions.
- Document any customer complaints or disputes immediately, noting all steps taken to address the issue.

4.3 Compliance and Safety
- Ensure all work complies with local building codes, regulations, and manufacturer guidelines.
- Regularly conduct safety training for all employees and subcontractors.
- Perform routine inspections of job sites to ensure safety standards are being met.

4.4 Quality Control
- Conduct pre-installation meetings to review project specifications with the team.
- Perform inspections at key milestones to ensure work meets quality standards.
- Obtain customer sign-off at project completion to confirm satisfaction.

4.5 Customer Relations
- Communicate proactively with customers regarding project status, potential delays, or issues.
- Address any customer complaints promptly, aiming for resolution before escalation.
- Offer clear channels for customers to provide feedback and raise concerns.

4.6 Legal Counsel
- Engage legal counsel for contract reviews, especially for large or complex projects.
- Consult legal counsel immediately if any dispute arises that cannot be resolved through standard procedures.

5. Training
- Provide regular training on contract management, documentation practices, safety, and customer service.
- Ensure all new employees receive training on litigation avoidance as part of their onboarding.

6. Monitoring and Review
- Management will review this SOP annually or after any significant legal issue.
- Update procedures based on changes in laws, regulations, or industry best practices.

Date of last review: [Insert date]
Next review due: [Insert date]

Approved by: [Insert name and title]
Date: [Insert date]