Scope brief template
Paste this into an email or text thread so every contractor starts with the same assumptions.
Project: [kitchen / bathroom / interior painting / roof / HVAC / other] City: [your city] Home type and age: [single-family / condo / townhome, approximate age] Project size: [sqft, rooms, linear feet, fixtures, or system size] Current condition: [what is damaged, outdated, leaking, worn, or being changed] Desired finish level: [budget / standard / premium] Must include: [materials, prep, demo, disposal, permits, cleanup] Photos available: [wide room shots, close-ups, access points, measurements] Timeline: [ideal start date and deadline] Questions for contractor: [what is included, exclusions, allowance items, warranty]
1. Capture the work area
Photos reduce back-and-forth and help contractors decide whether the project needs an inspection, specialty trade, permit, access plan, or allowance before they quote.
- One wide photo of each room, elevation, or work area.
- Close-ups of damage, stains, cracks, leaks, rot, uneven surfaces, or old fixtures.
- Access photos: driveway, stairs, elevator, attic, crawlspace, roof edge, utility room, or fence line.
- Measurement photos with a tape measure visible for walls, rooms, cabinets, trim, fence runs, or deck spans.
- Existing material labels, paint cans, appliance plates, HVAC model numbers, or fixture brands when available.
2. Measure the assumptions that price the job
Area projects
Measure rooms, wall area, ceiling height, flooring area, roof footprint, deck size, or fence length.
Scope projects
List fixtures, cabinets, appliances, doors, trim, vents, outlets, plumbing points, or HVAC equipment.
Condition notes
Note damage, moisture, old paint, rot, code issues, access limits, HOA rules, or working-hour limits.
3. Ask every contractor the same questions
- What exactly is included in this price, and what is excluded?
- Which material line, brand, finish, or equipment model is assumed?
- What conditions could change the price after inspection or demo?
- Who handles permits, disposal, cleanup, protection, and final touch-ups?
- How are change orders priced and approved?
- What deposit, payment schedule, insurance, license, and warranty apply?
4. Compare bids by assumptions, not just total price
| Contractor | Scope included | Allowance items | Timeline | Warranty | Total |
|---|---|---|---|---|---|
| Bid 1 | Write notes | Write notes | Write notes | Write notes | Write notes |
| Bid 2 | Write notes | Write notes | Write notes | Write notes | Write notes |
| Bid 3 | Write notes | Write notes | Write notes | Write notes | Write notes |
Bid red flags
- A bid is much lower but does not list prep, disposal, permits, or material assumptions.
- The contractor will not separate labor, materials, allowances, or optional scope.
- The quote depends on verbal promises that are not written into the scope.
- Payment terms require most of the money before work or materials arrive.
Use the matching BeforeQuote calculator first, then bring this prep kit to the quote conversation. The goal is not to force one exact price. It is to make every bid easier to compare.