Introduction

Ever walked in on day one and the room's full of furniture, no power, no parking, and the client says, "We thought you'd handle that"? That mess costs you time, risks damage, and starts the job with tension. This guide shows you exactly how to define site prep so you roll in ready, not rescuing. We’ll cover clear proposal wording, priced options, readiness checks, protection standards, and simple proof that prevents disputes. You’ll also see how to use fast voice capture and e-signatures to get clean approvals without paperwork drag.

Table of Contents

• Key Takeaways
• The Site Prep Problem: Why It Blows Up Day One
• Make Responsibilities Explicit In The Proposal
• Confirm Readiness Before You Roll
• Protect Surfaces And Utilities Without Guesswork
• Prevent Disputes: Document Condition And Sign Off
• Frequently Asked Questions
• Conclusion

Key Takeaways

• In general, unclear site prep costs crews 1–3 hours on day one and compresses production for the week.
• Commonly, adding a written readiness checklist doubles the odds of starting on time versus “assumed prep.”
• Contractors often report damage claims drop 25–40% when pre‑start conditions are documented and acknowledged.
• In general, a priced site‑prep option recovers 2–4% margin on small interior jobs that would otherwise absorb the work.

The Site Prep Problem: Why It Blows Up Day One

The Real Cost Of Assumptions

When prep isn’t spelled out, everyone assumes the other side will handle it. Crews arrive to a room that’s not clear, no power cords long enough, or no place to stage material. In general, that burns 1–3 crew hours, and it’s common for the week’s output to dip 10–20% just from the slow start.

Typical Failure Points

• Access and parking not reserved or communicated
• Furniture/appliances not moved; fragile items still in place
• No power/water plan; breaker panel not accessible
• Floor and dust protection not ready or under‑specified
• Dumpster or debris path unclear; elevator bookings missed

Example

Kitchen refit, third‑floor condo. No elevator booking, no staging zone. Crew burns the first morning hauling materials up stairs and moving furniture. Schedule slips a day. A simple readiness confirmation and a priced furniture‑move option would have prevented it.

Make Responsibilities Explicit In The Proposal

Scope Wording That Works

Write it like you talk on site—plain, specific, and time‑bound. Examples you can adapt:

• "Client to clear work areas within 2 meters of walls and remove fragile items before start date."
• "Contractor provides floor protection (corridors and work rooms) and dust barriers to adjacent rooms."
• "Power and water: Client to provide access; contractor to bring cords and hose as needed."
• "Parking/staging: Client to reserve one spot within 15 meters of entry on workdays."

In general, proposals that spell out prep steps see fewer "we thought" conversations and start on time more often.

Add A Priced Site‑Prep Line Item

Offer a clear, optional line item: furniture moving, appliance disconnect/reconnect, contents boxing, enhanced protection. Pricing it does two things: it recovers the cost if they want you to handle it, and it signals the work has real effort. Contractors often report this recovers 2–4% margin on small interiors that otherwise eat unplanned labor.

Client‑Provided vs Contractor‑Provided Prep

Example

On a bath remodel quote, include:

• Base scope: "Client clears vanity/toilet area; contractor protects floors and hallway."
• Option A: "Furniture and contents handling up to 1 hour, crew of 2."
• Option B: "Enhanced dust control (zipper wall + negative air)."

Many clients pick Option A, and those who don’t clearly own the prep.

Confirm Readiness Before You Roll

The 48‑Hour Readiness Check

A quick message two days out avoids wasted trips. Commonly, this reduces no‑show or unready starts by 50% compared to showing up blind.

Checklist to confirm:

• Access and parking reserved for specific hours
• Rooms cleared per scope; appliances disconnected if needed
• Pets secured; kids’ areas safe
• Power and water available; panel accessible
• Elevator/delivery window confirmed (if applicable)

Reschedule And Standby Policies That Stick

State it upfront: "If the site is not ready at arrival, we’ll either (a) help complete prep at the rates below, subject to schedule, or (b) reschedule with a call‑out fee." Clients respect clear, simple choices.

Example Message You Can Use

"Hi [Name], looking forward to Tuesday. Quick readiness check: 1) Driveway spot reserved 7:30–9:30, 2) Living room cleared within 2 meters of walls, 3) Panel accessible, 4) Pets secured. Reply YES if all set, or tell us what’s pending—we can add prep as a line item if helpful."

Protect Surfaces And Utilities Without Guesswork

Minimum Protection Standards By Area

Set standards so crews don’t improvise under pressure. Many contractors find a standard kit saves 30–45 minutes daily in setup.

Power, Water, And Parking Plan

• Power: Bring GFCI cords, temp lights, and a small LED tripod. Plan for a single central outlet.
• Water: Quick‑connect for spigots; bucket fill if needed. Confirm shutoffs for plumbing work.
• Parking/staging: Identify the closest legal spot; if urban, plan curbside drop and a runner crew for 20 minutes.

Example

Condo repaint, occupied. You specify floor board in hall, zipper wall at living room, return filters, and a 10‑amp lighting kit. In general, dust migration complaints drop sharply when zipper walls are used, and it’s common for post‑job cleanup time to fall by 20–30%.

Prevent Disputes: Document Condition And Sign Off

What To Capture In 10 Minutes

• Wide photos of each room and access path
• Close‑ups of pre‑existing damage (dings, cracked tiles, stains)
• Meter/panel location, shutoffs, and any locked areas
• Two‑line note per room: "Cleared? Yes/No. Protection installed: [type]."

Contractors often report damage claims drop 25–40% when pre‑start conditions are documented and acknowledged by the client.

Close The Loop Fast With Donizo

Get the scope and prep responsibilities accepted upfront so there’s no debate on day one.

• Speak it out: Use Donizo to capture site details by voice, text, and photos, then generate a professional proposal quickly. Many contractors find this saves 30–60 minutes per quote.
• Send and sign: Email a branded PDF with client portal access and collect a legally binding e‑signature directly from the proposal. Commonly, e‑signatures cut back‑and‑forth by half and get you to a start date faster.
• Get paid: When accepted, convert the proposal to an invoice in one click and start tracking payments. In general, having the paperwork ready reduces admin time by 1–2 hours per job.
• Make it standard: On paid plans, use templates so every proposal includes your site‑prep block. Advanced templates (Autopilot) and multi‑language support help when you work with bilingual clients. The margin estimator (Autopilot) can help price your site‑prep option confidently.

Frequently Asked Questions

Who Should Move Furniture And Appliances?

If the client wants to save cost and handle it, that’s fine—make the requirement explicit: clear within two meters of walls, appliances disconnected, fragile items removed. If you handle it, price a line item with time limits (for example, "up to 1 hour, two techs") and note what’s excluded (pianos, safes, built‑ins). In general, clarity avoids last‑minute surprises.

How Do I Handle Clients Who Say "We’ll Handle Prep" But Don’t?

Use a readiness check 48 hours prior. If not ready, offer to add the priced prep option or reschedule with a call‑out fee. Communicating this in the proposal and confirmation message makes it simple, not confrontational.

What If There’s No Parking Or Elevator Access?

Plan a timed curbside drop and a runner team for the first 20–30 minutes. Note it in the proposal and include extra handling time if stairs or long carries are required. For condos, ask the client to book the elevator; if they can’t, add the handling cost to your prep option.

How Detailed Should Surface Protection Specs Be?

Enough that a new crew member could set it up without guessing: product type (board thickness), coverage (edge‑to‑edge), seams (taped), and transitions (threshold protection). If it’s a premium finish, specify foam corners or felt pads on tools to avoid micro‑scratches.

Can I Get Signoff Without A Site Visit?

For simple scopes, yes—if you include clear prep responsibilities and photos provided by the client. Send the proposal and collect an e‑signature. If the pictures look risky (tight access, valuables), note a conditional clause: "Final price subject to onsite verification of access and prep." Tools like Donizo make this workflow quick with voice capture, fast PDF generation, and built‑in e‑signature.

Conclusion

Site prep doesn’t have to torpedo your first day. Put the responsibility in writing, offer a priced option, confirm readiness before you roll, protect surfaces by standard, and document conditions. Do those five and you’ll start on time, reduce disputes, and keep crews moving. When you’re ready to speed this up, build your proposals by speaking them out, send them the same day, and collect e‑signatures with Donizo. Once the client accepts, convert to an invoice in one click and get to work.