What belongs ineach quotation field?

Please identify the quoting business and contact, client, site address, project, quotation date, reference, revision and validity period. Which earlier documents does this version replace, and which attachment revisions does it use?

The heading should identify the parties and project. Keep a revision record showing dates, changes and linked attachments.

An undated price sheet is not enough to identify the current offer. Ask for the project, date and revision rather than relying on when a message arrived.

Please describe the main work items and their locations. For broad entries such as “bathroom renovation” or “cabinet works”, what demolition, fabrication, installation and finishing work is included?

For example, “living-room TV cabinet manufacture and installation”, linked to a dimensioned drawing and scope list. This illustrates wording, not a standard package.

“Renovation works” names a category, not a defined scope. Ask for the actual work list.

Please state the quantity, measured area or extent, and the drawing or measurement record used for each main item. Is it estimated or confirmed? If the site quantity differs, does the price change, and how is that agreed?

Link quantities to locations, drawings or measurement records. Distinguish a fixed price for a defined scope from work charged by actual measured quantity.

“One batch” needs a scope and pricing explanation. Do not assume every lump-sum item is remeasured.

Please identify the unit and measurement definition for each quantity. Does it mean square metres, linear metres, items, sets or a lump sum? Please explain any local unit, conversion, opening deduction or minimum measurement rule.

Keep the quantity and unit together. Record conversions and deduction rules where they affect the calculation.

A bare number such as “20” cannot be compared until its unit and measurement basis are known.

For quantity-based items, please show the quantity, unit price, subtotal and calculation. For fixed-price items, identify the amount and scope attachment. Please also explain the currency, tax, discounts, allowances and extras included in the total.

Check each line using its actual pricing basis, then reconcile the summary. A total excluding tax or work is not directly comparable with one including it.

If there is only one overall figure, ask what makes it up. Correct arithmetic does not establish that a price is fair.

Please identify the main materials and equipment by brand, range or model and relevant size, thickness, material, grade, colour and hardware. What remains unselected? How will substitutions and any price difference be confirmed?

An attached schedule or catalogue can work if it identifies the selected product and revision. Mark irrelevant fields as not applicable rather than inventing details.

“Premium”, “imported” or “equivalent” does not identify a product. Ask for checkable specifications and a substitution process.

Please define the work locations and limits, including protection, removal, handling, waste disposal, testing, repairs and reinstatement where relevant. Which items are excluded, who handles them, and how are possible extras quoted and confirmed?

Separate included, excluded and unresolved work. Identify responsibilities and drawing references; do not bury every exception in a general note.

“Others charged separately” or “subject to site conditions” needs an explanation. Record verbal extras or upgrades too.

Please identify the documents covering payment purposes and due conditions, start and completion arrangements, acceptance and corrections, variations, and warranty scope, duration, start date and exclusions. Where do the documents differ, and how will a revised version be confirmed?

Record the document, section and revision for each term. Check advances, progress payments and the final balance separately; this guide does not require every payment to follow completed work.

“Other matters by agreement” leaves a question unanswered. List what remains open and obtain a specific reply.