Introduction
If youâve ever had a client say âI thought that was included,â youâve 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, weâll 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. Youâll 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 (eâsignature) before start, and lock in a variation process to protect time and margin.
Table of Contents
Key Takeaways
- Write your Scope of Works before pricing: a 45â60 minute site walk with 12â20 geo-tagged photos can prevent hours of rework later.
- Always list inclusions, exclusions, and assumptions. Aim for 8â12 bullets per section to cover the âobviousâ 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 (24â48 hours) and thresholds (e.g., less than 5 percent handled fast, above requires approval).
- Get client eâsignature 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 2â3 short voice notes, take 12â20 photos, and measure at least 5 key dimensions. Many contractors find this front-loads clarity and saves 2â4 hours later in back-and-forth.
Tip: With Donizoâs Voice to Proposal, speak your observations while you walk. Attach photos there and then so nothing gets missed when youâre back at the van.
Assumptions: Write Them Down, Not In Your Head
Assumptions are your safety net. If youâre relying on others (client to clear rooms, M&E to be isolated, scaffolding by others), write it under âAssumptionsâ. If itâs not written, itâs a risk you own.
Define Inclusions, Exclusions, And Clarifications
Clarity beats clever wording. Keep it short, specific, and measurable.
Inclusions
State exactly what youâre delivering and how much.
- âSupply and fit 48 m² of 600 x 600 porcelain tiles, rectified edges.â
- âPrepare and paint 10 doors, both sides, satin finish, 2 coats plus primer.â
- âInstall 24 linear metres of new skirting, 94 mm MDF, mitred corners.â
Exclusions
Protect your margin from assumptions.
- âMaking good beyond minor filler less than 2 mm depth.â
- âAsbestos testing and removal.â
- âOut-of-hours work (after 17:00) unless specified.â
Clarifications
Fill the grey areas.
- âClient to provide colour codes by DD/MM/YYYY.â
- âPower and water available on site throughout works.â
- âWaste removal includes 1 skip; extra skips are chargeable.â
Quick Reference Table
| Section | Example In | Example Out | Why It Matters |
|---|
| Inclusions | 48 m² tile install incl. adhesive and grout | | Locks quantity and materials |
| Exclusions | | Structural repairs, asbestos | Stops scope creep |
| Clarifications | Colour by client by 10/02 | | Keeps programme moving |
Aim for 8â12 bullets per section. If it feels repetitive, youâre 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 3â5 mm), primer, membrane.
- Fixings: screw size, spacing (e.g., 5 x 60 mm at 400 mm centres).
- Tolerances: âFlat within plus/minus 2 mm over 2 m straightedge.â
Example Language You Can Reuse
- âPlaster finish to achieve Level 4 finish ready for paint.â
- âTimber moisture content less than 16 percent before installation.â
- âFinal clean to âsparkle cleanâ standard, excluding windows above 3 m.â
Contractors often report that adding just 5â7 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)
- 3â5 wide shots to show overall condition.
- 2â3 close-ups of defects or constraints (cracked plaster, bowed wall 6 mm).
- 1 annotated photo with arrows or notes: âDoor frame out by 4 mm; to be made good.â
Time-stamp your images. If possible, include a tape measure in the shot for scale.
Photo Notes And Voice
Use short captions: âNorth wall damp at skirting, 1.2 m length.â Many contractors find that 60â90 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 isnât just textâitâs evidence.
Site Condition Statement
Include a short paragraph:
- âAreas to be cleared by client 24 hours prior to start.â
- âExisting finishes are varied; making good includes fill and sand only.â
- âNo known hazardous materials; any discovery halts work pending instruction.â
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: âApproval by NAME authorises works.â
- State lead time: âEarliest start is 5â7 working days after approval.â
With Donizo, send a branded PDF and get eâsignature 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: âWe will notify within 24 hours. Client to approve within 48 hours to maintain programme.â
- 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 itâs not in there, arguments start.
Payment Milestones Tied To Deliverables
- Example: 30 percent deposit on eâsignature; 40 percent after first fix/halfway; 30 percent on completion and snag clear.
- Add retention if needed: â5 percent retention released at 28 days post-completion.â
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 proposalânot an attachment nobody reads.
A Simple Proposal Structure That Wins
- Project Summary (2â3 sentences)
- Scope of Works (inclusions, exclusions, assumptions)
- Specs and Standards (tolerances, materials, codes)
- Programme (start window, duration, access hours)
- Variations and Approvals (process and timing)
- Price and Payment Schedule (including retention)
- Warranty and Handover (whatâs covered and for how long)
Automate The Admin Without Losing Control
- Capture details fast with Donizoâs Voice to Proposal. Dictate, attach photos, and let it build your draft.
- Use templates: Donizoâs 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: Eâsignature built-inâno 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 1â2 hours per proposal and cuts âIs this included?â 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 whatâs included, what isnât, 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 5â10 percent. Use measurements (m², mm, units), material specs, finish standards, and clear inclusions/exclusions. Aim for 8â12 bullets per section and include 12â20 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 (24â48 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?
Yesâstart with a master template per trade, then tweak quantities, specs, and site conditions. Keep your inclusions/exclusions standardised and update after each jobâs lessons learned. Donizoâs templates help you keep version control so your team doesnât 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 eâsignature of the full Scope of Works before work starts.
Conclusion
A clear Scope of Works protects time, money, and relationships. Do a 45â60 minute site recon, write 8â12 bullets for inclusions/exclusions, specify 5â7 key measurements and tolerances, and lock in a variation process with 24â48 hour decision windows. Package it neatly in a branded proposal, get eâsignature, and convert to invoices to keep cash flowing. If you want to speed this up, Donizoâs Voice to Proposal, templates, eâsignature, and oneâclick invoicing help you standardise and scale without losing control. Try the free Discover plan to send unlimited proposals and get signatures today.