A clear scope of work helps a property owner compare proposals and reduces disagreement about what “finished” means. It should describe the result, not force a contractor into an unsafe method. For licensed trades or regulated work, confirm qualifications and local requirements before authorizing the job.
Describe the condition and location
Identify the property, building, room, asset, and observed issue. Attach relevant photos, measurements, or inspection notes. State whether the condition is active and what temporary protection, if any, is already in place.
Define deliverables and boundaries
- List the repair or maintenance outcome expected.
- State materials, finish expectations, or approved alternates when known.
- Identify what is excluded and what requires written approval before proceeding.
- Describe access windows, occupied areas, utility coordination, and protection of contents.
- Set cleanup, debris handling, and documentation expectations.
Agree on change control and closeout
Specify who can approve additional work and how price or schedule changes will be documented. Require a completion note, photos where useful, invoices, warranties, and any inspection or permit documentation required for the job. Avoid asking vendors to certify code compliance outside their scope or qualifications.
Review bids fairly
Compare assumptions, exclusions, schedule, qualifications, insurance, and total scope—not just the bottom-line price. Ask questions when two proposals cover different work. A well-defined scope makes it easier to plan, budget, and verify maintenance work across single properties and portfolios.