SII / BEFORE YOU SIGN
Who is responsible, what is included, when is payment due, and how are changes priced? Compare the answers with your quote, drawings and contract. Ask for unclear points to be recorded in the documents both parties intend to use.
This is a discussion checklist, not permission to sign. Receiving an answer does not establish fair terms, accurate documents or a risk-free project.
Illustrative discussion, not a suggested clause
Check that “complete” means the same thing to both sides.
Open any question for a follow-up and a written-record prompt. Copy one question or the full set below. If an item does not apply, note why in your own meeting record rather than forcing a condition onto the project.
Establish who is agreeing to what, and for which property.
A question you can send
Please confirm the date, revision and validity period of the quote intended for signing, and identify any earlier versions it replaces.
A question you can send
Please identify the contracting party, payment recipient and site contact. If they differ, explain their relationship and who is authorised to confirm costs and changes.
A question you can send
Please confirm the project name, address, floor and work areas in the quote and contract, and check that they match the drawings.
A question you can send
Please list the quote, drawings, material schedules and other attachments we intend to use, identify their revisions, and give each party a complete matching set.
A question you can send
If the quote, drawings and contract disagree, how will the discrepancy be resolved and who confirms the result? If a document order of precedence is intended, please state it so we can review it together.
Identify what the work includes—and what it does not.
A question you can send
Please identify the location, scope and finished work for each item so that we can match the quote to the drawings or site areas.
A question you can send
Please list the included work, exclusions and unresolved items. For separately charged work, explain the pricing basis rather than leaving it as ‘subject to site conditions’.
A question you can send
Which items are fixed-price and which are remeasured? For remeasured work, who confirms quantities, when and by what method, and how are increases or decreases priced?
A question you can send
Please identify each material by brand, model and relevant specifications. For undecided selections, list the available choices, price differences and confirmation deadline.
A question you can send
If a material needs replacing, who proposes and confirms it? How will the replacement specification, additions or deductions, and schedule impact be recorded before use?
Separate the total, its pricing basis and the payment conditions.
A question you can send
Please explain each pricing basis and reconcile quantities, units, unit prices and subtotals. For fixed-price packages, list their scope and exclusions so we can check the total.
A question you can send
Please confirm whether tax, labour, delivery, carrying, protection and waste disposal are included. For separate charges, state the amount or pricing basis and when payment is due.
A question you can send
Please define the locations, work, specifications, inclusions and exclusions for every lump-sum item, and explain the circumstances in which its price may change.
A question you can send
Please list each payment amount and condition, the work or documents associated with it, and who confirms that the condition has been met and how.
A question you can send
Please confirm the final-payment amount or percentage and its conditions. If items need repair at acceptance, how will repairs, reinspection and payment be arranged and recorded?
Agree how changes to the plan will be confirmed.
A question you can send
Please state the start conditions, proposed start and finish dates, how the duration is calculated, whether it uses calendar or working days, and the main milestones.
A question you can send
If an extension is needed, what circumstances apply, how is it proposed and notified, how is the time impact confirmed, and when will we receive an updated programme?
A question you can send
If work is not finished by the agreed date, how will we be notified, how will causes and responsibilities be established, and what response is agreed? We can seek professional advice on unclear terms.
A question you can send
For added or omitted work, will a complete change record be provided and confirmed through the agreed process before work proceeds? Please include scope, quantities, price additions or deductions, and schedule and payment effects.
A question you can send
Please identify who can confirm changes, the confirmation channel and required information. If we discuss changes in messages, how will the final agreed version be incorporated into the documents?
Clarify how completed work and outstanding repairs will be handled.
A question you can send
Which stages will involve checks or photographs, who takes part, and how will we be notified? Where technical judgement is needed, please identify the appropriate qualified professional.
A question you can send
Please confirm each item’s completion conditions, relevant specifications or agreed documents, and acceptance method and participants. For technical standards, please provide an identifiable reference.
A question you can send
If issues are found at acceptance, how will their locations and details be recorded, who will address them, how are deadlines agreed, and how will completion be reported?
A question you can send
After remedial work, how will reinspection be arranged, who confirms it, and what record is kept? Please explain how this connects to final handover and payment conditions.
A question you can send
Please list the drawings, warranty information, equipment manuals, keys and other applicable documents or items supplied at completion, including their format and how receipt is confirmed.
Record whom to contact, the process and each party’s role.
A question you can send
Please list the warranty provider, period, start date and coverage for each relevant work item or product, distinguishing workmanship cover from manufacturer warranties.
A question you can send
If warranty service is needed, whom should I contact, through which channel and with what information? Please explain the response and inspection or repair process.
A question you can send
Please list specific warranty exclusions and how they are assessed. Provide relevant use, cleaning and maintenance requirements so we know which records to keep.
A question you can send
Please define protection for neighbouring property, shared areas and existing items. If damage occurs, how will it be reported and documented, responsibilities established, and repairs and costs discussed?
A question you can send
If there is a problem with a subcontractor’s or another trade’s work, please explain the contracting party’s and trades’ roles, who receives and coordinates the issue, and how the outcome is recorded.
SII / REQUEST FOR CLARIFICATION
The full inquiry always includes all 30 questions, regardless of open panels or reply statuses. Before sending, add the project and document revision, then remove any questions that do not apply.
Consolidate conversations into a dated record with a revision and named confirming parties. Check that important answers appear in the documents both parties intend to use.
List unselected materials, unmeasured quantities and undecided methods, with an owner, a decision date and any cost or schedule implications.
Follow up on missing information. Legal effect, technical safety, workmanship and acceptance disputes require appropriate professional advice.
STANDARD INTEGRITY INSTITUTE
DOCUMENT REVIEW
SII reviews documents, not vendors or people. Read the public criteria or upload your quote for Free Key Results, then use the points needing clarification to guide your next conversation.
LEVEL 1–5 describes Document Maturity only. It is unrelated to your reply count and is not approval to sign or a guarantee of project outcomes.
Upload a quote for Free Key ResultsRead criteria SII-R001–SII-R030The checklist cannot decide that. Answers may still be incomplete, conflicting or in need of professional review. Check them against your actual scope and documents, and note why any question does not apply.
Identify what remains open: location, material, quantity or method. Ask who will decide, by when, and how cost and timing will be handled. Keep open points separate rather than allowing them to disappear into the total.
Ask for the answer to be incorporated into a dated document with a clear revision and confirmation by both parties. That makes it easier to check later. Seek appropriate advice about the legal effect of a particular agreement.
This page does not determine whether messages can replace a contract or what legal effect they have. For document organisation, consolidate the final scope, price, timing and revision into the documents both parties use, rather than relying only on scattered screenshots. Seek legal advice where needed.
Yes. The quote may describe the work while the contract separately addresses payment, timing, changes, acceptance and warranty. Check for contradictions, matching attachment revisions and a process for filling gaps.
No. SII assesses documents through Transparency, Consistency, Reasonableness and Executability. Free Key Results and the Complete Risk Report are not legal advice, engineering conclusions, vendor ratings or performance guarantees.
This page is a document-organisation and discussion tool, not legal, engineering, design, site-supervision or acceptance advice.
