Build a renovation scope contractors can price clearly.

Why a written scope matters

The best comparison is not “contractor A versus contractor B.” It is the same documented project priced by each contractor.

When one quote includes preparation, protection, disposal, repairs, materials, and closeout while another lists only installation, their totals are not directly comparable. A clear scope reduces assumptions, makes exclusions visible, and gives both the owner and contractor a better starting point for changes.

1. Identify the property and working conditions

• Address, property type, unit number, floor, occupancy, and primary contact.
• Parking, loading, elevator, stairs, access route, security, keys, and work hours.
• Condominium or building rules, resident notices, protection standards, and waste procedures.
• Known leaks, mould, uneven surfaces, previous repairs, hazardous-material reports, or specialist recommendations.
• Permits, drawings, engineering, trade notifications, inspections, and approval responsibilities.

2. Write the scope room by room

For each room, list what remains, what is removed, what is repaired, what is supplied, what is installed, and what the finished result should include. A useful room record covers walls, ceilings, floors, doors, trim, cabinetry, counters, fixtures, plumbing, electrical, lighting, ventilation, hardware, accessories, paint, transitions, and cleanup.

Photographs should show the whole room and the specific condition. Add rough measurements where useful, but identify which dimensions must be site-verified before ordering.

3. Define materials and allowances

• Product, manufacturer, model, colour, finish, dimensions, quantity, and approved equal where applicable.
• Who selects, orders, pays, receives, inspects, stores, protects, and returns each product.
• Delivery and lead-time assumptions, owner-supplied items, missing parts, and damaged products.
• Dollar allowances and what labour, tax, delivery, accessories, waste, and installation they include.

4. Include site work that is easy to overlook

• Dust barriers, floor and corridor protection, furniture movement, daily cleanup, final cleaning, and disposal.
• Temporary water, electrical, bathroom, kitchen, or access arrangements for occupied properties.
• Shutoff coordination, testing, inspections, touch-ups, deficiencies, documentation, and handover.
• Areas excluded from the work and conditions that require owner approval before proceeding.

5. Put the commercial terms beside the scope

Identify schedule assumptions, milestone dates, working hours, payment structure, insurance and WSIB requirements, taxes, warranties, quote validity, and the written change-order procedure. The scope should say how concealed conditions and owner-requested changes are documented, priced, approved, and scheduled.

6. Compare and close out consistently

Use the same scope for every bidder. Record clarifications in writing and attach approved selections. Before final payment, review the completed work, outstanding deficiencies, manuals, warranties, keys, photographs, trade documents, permit records, and any ESA Certificate of Acceptance that applies.

Property teams can combine this checklist with the work-order checklist and renovation handover checklist. Homeowners can use the contractor walkthrough checklist and quote comparison guide.

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