You ask three contractors for a quotation and receive three documents that look nothing alike. One is two pages long, one is twenty. The totals differ by a third. Which is the best? You cannot tell from the total. This guide shows what to look for so you can compare proposals fairly.
Start with the scope
The scope states what is included. Two quotes with the same total can cover very different work.
Check that each quote lists:
- every room or area covered, with sizes;
- every trade (civil, partitions, ceilings, flooring, painting, glazing, blinds, fittings);
- quantities and units (square metres, running metres, numbers);
- the materials, with brand, grade and thickness named;
- what is excluded (electrical, plumbing, air-conditioning, furniture, permits, scaffolding).
If a quote says "interior work as discussed," ask for a written list.
Materials
"Gypsum board ceiling" can mean boards of very different quality. "Vinyl flooring" can mean thin or thick, simple or high-performance. Ask for:
- brand and series or grade;
- thickness and size;
- finish and colour;
- any fire, moisture or slip-resistance rating needed;
- a sample, where appearance matters.
When two quotes differ greatly on a line, compare the materials first. Cheaper often means thinner, weaker or a different grade.
Rates and quantities
Check the arithmetic, and check that the quantities match your drawing or measurements. Look for:
- the same area measured the same way across quotes;
- rates per unit that make sense compared with each other;
- lump sums that hide quantities (ask for a breakdown);
- "provisional" amounts, which mean the price is not yet fixed.
Preparation work
Preparation often decides whether the finish lasts: levelling floors, repairing walls, waterproofing, removing old material. Make sure each quote states what preparation is included and what is not.
Programme
A cheap quote that finishes late can be expensive. The programme should state:
- start and finish dates, by area where relevant;
- key milestones, including when your decisions are needed;
- working hours, and whether night or weekend work is included;
- what happens if there are delays.
Payment terms
Look at the payment schedule:
- an advance to cover materials is normal; very large advances are a warning;
- stage payments should tie to progress, not just dates;
- a retention (a small percentage held until defects are fixed) protects you;
- the final payment should follow handover and snag closure.
Variations and extras
Changes happen. Ask how they are handled:
- Are rates for extra work stated in the quote?
- Are changes approved in writing before they are made?
- How are price increases in materials handled on a long job?
Warranty and aftercare
Ask what is guaranteed, for how long and what is excluded. Ask who to call about defects, and how fast they respond. A maintenance option, for example a yearly inspection, is a good sign. See maintenance contracts.
Safety, insurance and paperwork
For factories, hospitals, schools and malls, the contractor must follow site rules. Ask about:
- insurance for workers and for damage;
- safety arrangements, including work at height and hot work;
- statutory registrations and payments for workers;
- gate-pass and induction procedures.
Warning signs
- A total far below the others, with a vague scope. Something has been left out.
- No materials named. You cannot hold the contractor to a standard.
- Pressure to pay a large advance or to decide immediately.
- No programme.
- No mention of exclusions.
- Rates that cannot be explained.
- Refusal to put changes in writing.
- No references or photos of similar work.
A simple comparison table
Make a table with one column per contractor and these rows:
| Row | What to write |
|---|---|
| Total price | Including taxes, as quoted |
| Scope covered | Rooms, trades, quantities |
| Key materials | Brands, grades, thickness |
| Exclusions | What is not included |
| Preparation work | What is included |
| Programme | Start, finish, milestones |
| Payment terms | Advance, stages, retention |
| Warranty | Duration and coverage |
| Site safety and insurance | What is stated |
| References | Similar projects |
Fill it in for each contractor. Differences you did not see on the first read appear at once.
Ask questions before you decide
- Please confirm that the quote covers [item]. If not, what would it cost?
- What brand and grade is the [material]?
- What preparation have you assumed?
- What would delay the programme, and how would you handle it?
- Who will supervise the site every day?
- May I see a similar completed project?
In short
The best quote is not the cheapest or the most detailed. It is the one whose scope, materials, programme and terms match what you need, from a contractor who answers questions plainly. When in doubt, ask for a written clarification and compare again.
See our civil and interior fit-out service, or discuss your requirement with us and we will put the scope, schedule and cost in writing.