Introduction

If you’ve ever had a client say “I thought that was included,” you’ve felt the pain of a vague Scope of Works. A solid Scope of Works sets clear expectations, prevents disputes, and protects your margin. In this guide, we’ll cover what to include, why it matters, and exactly how to write a Scope of Works that stands up on site and in the office. You’ll learn practical steps, real examples, and a simple workflow to package it neatly inside your proposal and get it signed off fast.

Quick Answer: A strong Scope of Works clearly lists inclusions, exclusions, quantities, specs, tolerances, site conditions, programme, and how variations are handled. Use plain language, photos, and measurable details. Get written approval (e‑signature) before start, and lock in a variation process to protect time and margin.

Table of Contents

• Quick Answer
• Key Takeaways
• Plan The Scope Before You Price
• Define Inclusions, Exclusions, And Clarifications
• Specify Standards, Quantities, And Tolerances
• Use Visual Proof And Record Site Conditions
• Approvals, Variations, And Payment Milestones
• Package The Scope Inside Your Proposal
• FAQ
• Conclusion

Key Takeaways

• Write your Scope of Works before pricing: a 45–60 minute site walk with 12–20 geo-tagged photos can prevent hours of rework later.
• Always list inclusions, exclusions, and assumptions. Aim for 8–12 bullets per section to cover the “obvious” and the edge cases.
• Specify measurements: m², linear metres, thicknesses, fixings, and tolerances (e.g., plus/minus 2 mm) to reduce ambiguity.
• Lock in a written variation process with response times (24–48 hours) and thresholds (e.g., less than 5 percent handled fast, above requires approval).
• Get client e‑signature before mobilisation and convert to invoices on acceptance to maintain cash flow and reduce disputes.

Plan The Scope Before You Price

Many contractors jump to numbers first, then spend days defending them. Flip it: scope first, price second.

Site Recon: What To Capture

• Access: door widths (e.g., 820 mm), parking, floor protection needs.
• Services: isolation points, load capacity, consumer unit location.
• Substrates and condition: moisture, unevenness (e.g., 5 mm over 2 m), contamination.
• Constraints: working hours, noise limits, neighbours, listed status.
• Risks: lead paint, asbestos suspicion, water ingress, structural cracks.

Practical Example

Spend 45 minutes on site. Record 2–3 short voice notes, take 12–20 photos, and measure at least 5 key dimensions. Many contractors find this front-loads clarity and saves 2–4 hours later in back-and-forth.

Tip: With Donizo’s Voice to Proposal, speak your observations while you walk. Attach photos there and then so nothing gets missed when you’re back at the van.

Assumptions: Write Them Down, Not In Your Head

Assumptions are your safety net. If you’re relying on others (client to clear rooms, M&E to be isolated, scaffolding by others), write it under “Assumptions”. If it’s not written, it’s a risk you own.

Define Inclusions, Exclusions, And Clarifications

Clarity beats clever wording. Keep it short, specific, and measurable.

Inclusions

State exactly what you’re delivering and how much.

• “Supply and fit 48 m² of 600 x 600 porcelain tiles, rectified edges.”
• “Prepare and paint 10 doors, both sides, satin finish, 2 coats plus primer.”
• “Install 24 linear metres of new skirting, 94 mm MDF, mitred corners.”

Exclusions

Protect your margin from assumptions.

• “Making good beyond minor filler less than 2 mm depth.”
• “Asbestos testing and removal.”
• “Out-of-hours work (after 17:00) unless specified.”

Clarifications

Fill the grey areas.

• “Client to provide colour codes by DD/MM/YYYY.”
• “Power and water available on site throughout works.”
• “Waste removal includes 1 skip; extra skips are chargeable.”

Quick Reference Table

Aim for 8–12 bullets per section. If it feels repetitive, you’re probably finally being clear enough.

Specify Standards, Quantities, And Tolerances

A Scope of Works without numbers is just a wish list. Put numbers and standards in.

Standards And Codes

Reference relevant UK standards where appropriate:

• Electrical: BS 7671 wiring regs for workmanship and testing.
• Workmanship: BS 8000 series good practice guidance.
• Tiling: BS EN 12004 adhesive classification and trowel size guidance.

Avoid copy-paste from entire standards. Cite what affects your job, like testing requirements, installation class, or finish tolerances.

Quantities, Fixings, And Build-Ups

• Quantities: m², m, number of units (e.g., 18 fixtures, 6 radiators).
• Build-ups: substrate prep (e.g., self-leveller 3–5 mm), primer, membrane.
• Fixings: screw size, spacing (e.g., 5 x 60 mm at 400 mm centres).
• Tolerances: “Flat within plus/minus 2 mm over 2 m straightedge.”

Example Language You Can Reuse

• “Plaster finish to achieve Level 4 finish ready for paint.”
• “Timber moisture content less than 16 percent before installation.”
• “Final clean to ‘sparkle clean’ standard, excluding windows above 3 m.”

Contractors often report that adding just 5–7 measurable specs reduces snag lists by half, because everyone now knows the target.

Use Visual Proof And Record Site Conditions

Words are good. Photos are better. Mark-ups are best.

What To Capture (Per Room/Area)

• 3–5 wide shots to show overall condition.
• 2–3 close-ups of defects or constraints (cracked plaster, bowed wall 6 mm).
• 1 annotated photo with arrows or notes: “Door frame out by 4 mm; to be made good.”

Time-stamp your images. If possible, include a tape measure in the shot for scale.

Photo Notes And Voice

Use short captions: “North wall damp at skirting, 1.2 m length.” Many contractors find that 60–90 seconds of voice notes per room capture the nuances that photos miss.

Tip: Donizo lets you attach photos and voice notes straight into your proposal draft, so your Scope of Works isn’t just text—it’s evidence.

Site Condition Statement

Include a short paragraph:

• “Areas to be cleared by client 24 hours prior to start.”
• “Existing finishes are varied; making good includes fill and sand only.”
• “No known hazardous materials; any discovery halts work pending instruction.”

Approvals, Variations, And Payment Milestones

This is where many scopes fail. Be explicit about how decisions are made and who pays for changes.

Approval Before Start

• Require written acceptance of Scope of Works, price, and programme.
• Name the approver: “Approval by NAME authorises works.”
• State lead time: “Earliest start is 5–7 working days after approval.”

With Donizo, send a branded PDF and get e‑signature in minutes. That signature is your green light and your protection.

Variation Process That Actually Works

• Triggers: uncovering hidden defects, client design changes, regulatory requirements.
• Response time: “We will notify within 24 hours. Client to approve within 48 hours to maintain programme.”
• Pricing method: fixed sum for small changes (less than 5 percent of contract), mini-quote for larger changes.
• Documentation: photo, brief description, quantity, cost, time impact (e.g., plus 1 day).

Write this in your Scope of Works. If it’s not in there, arguments start.

Payment Milestones Tied To Deliverables

• Example: 30 percent deposit on e‑signature; 40 percent after first fix/halfway; 30 percent on completion and snag clear.
• Add retention if needed: “5 percent retention released at 28 days post-completion.”

Once signed in Donizo, convert the accepted proposal to invoices in one click. It keeps cash moving and paperwork consistent. [Learn more about invoicing]

Package The Scope Inside Your Proposal

Your Scope of Works should be the heart of your proposal—not an attachment nobody reads.

A Simple Proposal Structure That Wins

1. Project Summary (2–3 sentences)
2. Scope of Works (inclusions, exclusions, assumptions)
3. Specs and Standards (tolerances, materials, codes)
4. Programme (start window, duration, access hours)
5. Variations and Approvals (process and timing)
6. Price and Payment Schedule (including retention)
7. Warranty and Handover (what’s covered and for how long)

Automate The Admin Without Losing Control

• Capture details fast with Donizo’s Voice to Proposal. Dictate, attach photos, and let it build your draft.
• Use templates: Donizo’s basic and advanced templates help you standardise inclusions/exclusions across jobs so your team stays consistent.
• Brand it: Add your logo and company details so your PDF looks professional every time.
• Get it signed: E‑signature built-in—no chasing wet signatures.
• Keep momentum: Convert accepted proposals to invoices instantly and track payments in Donizo.
• Price clearly: On Autopilot, use the margin estimator to sanity-check your pricing before sending.

Contractors often report that this workflow saves 1–2 hours per proposal and cuts “Is this included?” emails by half.

FAQ

What Is A Scope Of Works In Construction?

A Scope of Works is the detailed description of what you will deliver: inclusions, exclusions, quantities, specs, tolerances, and how variations are handled. It sets expectations so both parties know exactly what’s included, what isn’t, and the conditions needed to deliver the job successfully.

How Detailed Should A Scope Of Works Be?

Detailed enough that another competent contractor could price the same job and land within 5–10 percent. Use measurements (m², mm, units), material specs, finish standards, and clear inclusions/exclusions. Aim for 8–12 bullets per section and include 12–20 photos on typical small to mid-sized jobs.

How Do I Handle Unknowns Or Hidden Defects?

State your assumptions and include a variation process in the Scope of Works. Describe triggers (e.g., hidden rot), response times (24–48 hours), and pricing rules (less than 5 percent handled quickly, larger changes require approval). Use photos and brief notes to document discoveries before proceeding.

Can I Reuse Scope Of Works Templates Across Jobs?

Yes—start with a master template per trade, then tweak quantities, specs, and site conditions. Keep your inclusions/exclusions standardised and update after each job’s lessons learned. Donizo’s templates help you keep version control so your team doesn’t reinvent the wheel.

What Causes Most Scope Of Works Disputes?

Vague language and missing exclusions. Commonly, waste removal, making good beyond minor patching, out-of-hours work, and access responsibilities cause friction. Fix it by writing measurable statements, adding assumptions, and requiring e‑signature of the full Scope of Works before work starts.

Conclusion

A clear Scope of Works protects time, money, and relationships. Do a 45–60 minute site recon, write 8–12 bullets for inclusions/exclusions, specify 5–7 key measurements and tolerances, and lock in a variation process with 24–48 hour decision windows. Package it neatly in a branded proposal, get e‑signature, and convert to invoices to keep cash flowing. If you want to speed this up, Donizo’s Voice to Proposal, templates, e‑signature, and one‑click invoicing help you standardise and scale without losing control. Try the free Discover plan to send unlimited proposals and get signatures today.