SIISTANDARD
INTEGRITY
INSTITUTE

SII / PRE-SIGNING DOCUMENT GUIDE

One job.Do the documents agree?

Before agreeing renovation work, gather the quote, contract, payment terms, drawings, specifications, schedule, handover, warranty and change arrangements. These are nine information categories—not necessarily nine separate files. Identify the versions, read the details and check that they describe the same job.

Check the nine document categories Copy eight questions to send

Having a document is not the same as checking it. List what is missing, inconsistent or undecided, then ask for clarification.

Illustrative example—not a real project or contract clause

Same cabinet. Different scope.

Quotation: Cabinet C01: open shelving
Drawing: Cabinet C01: doors shown
Still to confirm: Are doors and hardware included? Which version will be built?

Agree the scope, then update the quote, drawing and specification together. Do not choose an answer from one document alone.

SII / DOCUMENT CROSS-CHECK

Find the document. Then check what it says.

Tick the information you have and open each entry for five checks. Smaller jobs may combine relevant details in a quote or attachment. Confirm what applies to your project rather than creating empty files to complete a set.

Marked as received 0 / 9

Ticks record receipt only—not completeness, review or approval to sign. Reloading clears the ticks. Copy the full checklist if you want to keep your record.

Quotation

See what the total actually buys.

I have this information

Open five checks

Work items, locations, included scope and exclusions.
Quantities, units, rates, subtotals and total; a clear scope attachment for lump-sum work.
Material brands, models, grades, dimensions and substitution terms.
Proposed methods, completion conditions and separately charged work.
Whether tax, waste removal, protection and management-related costs are included.

A question to ask

What does this total cover? How will changes in quantities or scope be priced and agreed?

Contract and attachments

Identify who does the work and on what basis.

I have this information

Open five checks

The parties, project address and scope of work.
The total price and the names, dates or versions of agreed quotes, drawings and specifications.
Start, completion, extension and notification arrangements.
Payment, acceptance, warranty, termination and breach provisions.
Dispute contacts, the agreed handling process and how correspondence is retained.

A question to ask

Please identify the quote, drawing and specification versions being agreed, and list the attachments.

Payment arrangements

Understand when and why each payment is due.

I have this information

Open five checks

Each amount or percentage and its due date or timing.
The basis for a deposit or instalment, and any linked work or deliverables.
Photos, records or documents to accompany a payment request.
How outstanding defects, rechecks and related payment questions will be handled.
How final payment relates to acceptance and document handover.

A question to ask

What triggers each payment? What evidence or documents accompany the request, and how are unresolved defects handled?

Design and working drawings

Match locations and details to the quote.

I have this information

Open five checks

Plans, dimensions, elevations or sections appropriate to the work.
Services, equipment positions and electrical or plumbing points.
Ceiling, floor, cabinet, door and junction details.
Drawing numbers, dates, revisions and confirmation records.
Who updates drawings after site changes and how revisions are confirmed.

A question to ask

Which drawing revision supports the quote and the work? What remains undecided, and who updates the quote when drawings change?

Materials and equipment

Identify the products and accessories included.

I have this information

Open five checks

Brands, product ranges or models, colours and finishes.
Applicable dimensions, thicknesses, grades, origins or performance information.
Hardware, accessories, consumables and installation scope.
How shortages or substitutions are proposed, priced and confirmed.
Samples, catalogues and product-selection records.

A question to ask

Please provide identifiable product details. Before a substitution, how will you present differences and any price adjustment for confirmation?

Programme and timing

Know the work sequence and your own deadlines.

I have this information

Open five checks

Planned start and finish dates and how duration is counted.
Trade sequence and key stages.
Material decisions, orders and delivery arrangements.
Dates by which the owner needs to decide or provide information.
How delay causes, revised dates and notices will be recorded.

A question to ask

What has to happen before the programme starts? How will waiting for materials, drawing revisions or site changes affect the agreed dates?

Acceptance and handover

Turn “finished” into specific checks and deliverables.

I have this information

Open five checks

Checks for each work item and the agreed completion conditions.
Defect records, correction deadlines and reinspection arrangements.
Equipment function checks, cleaning and site clearance.
Keys, remotes, product information, maintenance guidance and warranty documents.
As-built drawings, material lists or test records where relevant to the project.

A question to ask

What will we inspect and receive at completion? How will outstanding work be recorded, rechecked and handled under the payment terms?

Warranty arrangements

Know whom to contact and what is covered.

I have this information

Open five checks

The covered work and warranty period for each relevant item.
Start dates and any conditions for the warranty to begin.
Exclusions, wear and maintenance or use restrictions.
Reporting contacts, response arrangements and repair responsibilities.
The separate responsibilities of equipment suppliers and installers.

A question to ask

Which work is covered, from when, and with what exclusions? Who handles equipment faults and installation problems?

Changes, additions and omissions

Agree the cost and time effects of changed work.

I have this information

Open five checks

The sequence for requesting, pricing, confirming and carrying out changes.
Rates, quantities and the basis for additions or deductions.
Who may request and confirm a change.
Any effect on the programme or payment arrangements.
The written record or confirmation channel the parties agree to use.

A question to ask

Before work is added or removed, how will scope, price adjustments, timing and the confirming parties be recorded?

Read these six document pairs together.

The same work appears in several places. Compare scope, products, payment and handover rather than filing each document after reading it in isolation.

Scope of work

Quote ↔ contract and drawings

Do item names, locations, quantities and exclusions match? If a drawing shows work the quote does not mention, ask whether it is included. Do not assume either way.

Product specification

Specification ↔ quote and drawings

Do models, dimensions, quantities and locations match? For “equivalent” products, ask how differences and substitutions will be confirmed.

Payment conditions

Payment plan ↔ contract and programme

Do the amounts, triggers and deliverables agree? Read the deposit, stage payments and final payment arrangements separately.

Changes to timing

Programme ↔ contract and change records

How are start and finish dates calculated? When materials or scope change, are the affected dates and notification records updated?

Acceptance and handover

Handover list ↔ payment plan and contract

Do defect records, corrections, rechecks, document delivery and final-payment conditions fit together? Completion alone does not establish acceptance.

Warranty responsibility

Warranty ↔ contract and equipment documents

Do coverage, periods, start conditions and contacts agree? Distinguish the manufacturer’s product warranty from the installer’s work.

If documents conflict, ask the parties to agree the intended content and record the correction in identified revisions. This checklist does not decide which document has legal priority.

Turn a missing detail into a question someone can answer.

Add the quote or project name, remove answered or irrelevant questions, then send the request yourself. Switch to the full document checklist to copy all nine categories, their checks and your current receipt ticks.

Document versions
Included scope
Product details
Payment conditions
Changes and timing
Handover and final payment
Warranty contacts
Conflicting documents

After the reply, update the documents.

Collect the relevant files in one folder, recording their names, dates and revisions.
Mark blanks, vague wording and undecided items. Compare scope, products, amounts and drawings.
Match each payment to its agreed conditions and deliverables. Keep unresolved questions visible.
Ask for the answers in the relevant documents and retain confirmation records. Take legal or technical questions to an appropriate professional.

Eight-question request — Text to copy

Hello, I am organising the documents for [project / quote name, date and revision]. Please respond to the points below, marking anything that does not apply or remains undecided.

1. Please list the names, dates or revisions of the drawings, specifications and attachments used for this quote and agreement. Identify anything still undecided.

2. Please separate included work, exclusions, separate charges and matters still to confirm. Explain any gaps between the quote and drawings, and confirm unlisted items individually.

3. Please provide material brands, models, dimensions and applicable specifications. For substitutions, how will differences, price adjustments and consent be recorded?

4. Please list each payment amount and its trigger, together with the work, photos or documents that will accompany the payment request.

5. Who confirms scope and price adjustments before additions, omissions or changes proceed? How will effects on the programme and payment arrangements be recorded and agreed?

6. What will be inspected and handed over? How will defects be recorded, corrected and rechecked, and how does this fit the agreed payment terms?

7. Please state the period, coverage, start conditions and exclusions for relevant work and equipment. Identify reporting contacts and the installer’s and manufacturer’s respective responsibilities.

8. Where the quote, contract, drawings or attachments differ, please list the discrepancies, confirm the intended content and issue matching revisions with a record of agreement.

Please add the agreed answers to identified and dated quotes, drawings, contract documents or agreed written attachments. This request is not acceptance of a quote or extra charges, or authorization to start work. Thank you.

This page does not send messages or save your records. Opening or closing an entry never removes it from the copied text.

STANDARD INTEGRITY INSTITUTE
READ → COMPARE → DISCUSS

Files organised. Still unsure what the quote leaves out?

SII reviews the documents you provide for Transparency, Consistency, Reasonableness and Executability. Start with Free Key Results, then decide whether you need a Complete Risk Report. Document review does not decide whether you should sign.

Upload a quote for Free Key Results Read the SII-R001–SII-R030 review criteria

Questions about the documents

Do I need nine separate files?

No. These are nine information categories. Depending on the job, relevant details may sit in one quote, contract or attachment. Check that the information is specific and the versions identifiable; a larger file count is not the goal.

Can I sign once every box is ticked?

The ticks cannot answer that. They record receipt, not completeness, consistency or absence of risk. Read the contents and resolve questions. Seek appropriate professional advice for legal or technical judgments.

Can the quote be a contract attachment?

Ask the parties to identify the quote they intend to use, including its name, date or revision and relationship to the contract. Retain confirmation records. This page does not determine legal effect; consult a legal professional if needed.

What if the drawings are unfinished?

Separate agreed details from open decisions. Record who will supply the drawings and when, and ask how later decisions could affect scope, price or timing. Do not treat undrawn work as confirmed. This page does not decide whether you should sign.

What should I ask about “equivalent” materials?

Ask for identifiable brands, models, dimensions and relevant specifications. Clarify how substitutions, product differences, price changes and consent are handled. “Equivalent” alone does not show that two documents refer to the same product.

Must every payment follow completed work?

Arrangements differ, including deposits. Identify the basis, timing and supporting information for each payment, then compare the contract, programme and handover terms. Do not assume one condition applies to every payment.

What should a change record include?

Clarify the changed work, locations and quantities, additions or deductions, timing and payment effects, who confirms it, and the agreed confirmation channel. Keep revised documents. This checklist does not establish the legal effect of any particular messaging method.

Does SII approve contracts or rate contractors?

No. SII assesses documents, not vendors or people. LEVEL 1–5 describes Document Maturity only. Its four dimensions are Transparency, Consistency, Reasonableness and Executability. Free Key Results and the Complete Risk Report are not legal, engineering or performance guarantees.

This guide helps you organise documents and questions. It does not replace legal, design, engineering, site-supervision or acceptance advice.

One job.Do the documents agree?

Same cabinet. Different scope.

Find the document. Then check what it says.

Quotation

Contract and attachments

Payment arrangements

Design and working drawings

Materials and equipment

Programme and timing

Acceptance and handover

Warranty arrangements

Changes, additions and omissions

Read these six document pairs together.

Scope of work

Product specification

Payment conditions

Changes to timing

Acceptance and handover

Warranty responsibility

Turn a missing detail into a question someone can answer.

After the reply, update the documents.

Files organised. Still unsure what the quote leaves out?

Follow the question you still need answered.

Questions about the documents