10 Things Every Contractor Needs to Know Before Giving You a Quote

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Why Contractor Quotes Vary So Wildly

You ask three contractors to quote your kitchen renovation. The estimates come back:

  • Contractor A: $38,000
  • Contractor B: $52,000
  • Contractor C: $71,000

Same kitchen. Same basic scope. Nearly double the price difference.

What happened?

The problem isn’t dishonest contractors—it’s incomplete information.

When contractors don’t have all the details, they make assumptions. And those assumptions lead to wildly different quotes that are impossible to compare.

According to industry data:

  • 73% of quote variations stem from different assumptions about scope
  • 62% of cost overruns happen because homeowners didn’t communicate key details upfront
  • 89% of contractors say they could provide more accurate quotes if homeowners gave better information

This guide reveals the 10 essential pieces of information every contractor needs to give you an accurate, comparable quote—and how to provide them effectively.

The Cost of Missing Information

What happens when you don’t provide complete details:

Scenario: Bathroom Renovation

What you said:
“I want to remodel my bathroom. Can you give me a quote?”

What Contractor A assumed:

  • Cosmetic update only (paint, fixtures, vanity)
  • Keep existing tile and layout
  • Mid-grade materials
  • Quote: $12,000

What Contractor B assumed:

  • Full gut renovation
  • New tile, plumbing, electrical
  • Custom vanity and fixtures
  • Quote: $28,000

What you actually wanted:

  • Tub-to-shower conversion
  • New tile floor and walls
  • Mid-range vanity and fixtures
  • Update lighting
  • Actual scope: $19,000

Result: Contractor A’s quote is too low (will have massive change orders). Contractor B’s quote is too high (you think they’re overpriced). You’re frustrated, they’re frustrated, and you haven’t even started.

The fix: Provide the 10 things below upfront, and all three contractors quote the same actual scope.

The 10 Essential Things Contractors Need

1. Detailed Scope of Work

What contractors need to know:
Exactly what work you want done—and just as importantly, what you DON’T want done.

❌ Too vague:
“I want to update my kitchen”

✅ Specific enough:

KITCHEN RENOVATION SCOPE

INCLUDED:

Remove and dispose of existing cabinets, countertops, backsplash
Install new cabinets: 18 linear feet upper, 24 linear feet lower
Install quartz countertops with undermount sink
Install subway tile backsplash (45 sq ft)
Replace flooring with luxury vinyl plank (180 sq ft)
Install new stainless steel appliances (provided by owner)
Update 4 recessed light fixtures
Install under-cabinet lighting
Paint walls and ceiling
Move refrigerator outlet to opposite wall

NOT INCLUDED:

Window replacement (keeping existing)
Major plumbing relocation (sink stays in same location)
Structural changes to walls
Dining room or adjacent areas

Why this matters:

Without clear scope boundaries, contractors will either:

  • Under-quote (assuming minimal work) and hit you with change orders
  • Over-quote (assuming maximum work) and seem overpriced
  • Quote different scopes making comparison impossible

Common scope questions contractors have:

For kitchen renovations:

  • Are you keeping existing layout or moving appliances/sink?
  • Does flooring extend under appliances or just visible areas?
  • Are you painting, or is that separate?
  • Who’s providing appliances—you or contractor?
  • Does electrical work include new circuits or just fixtures?
  • Are you removing soffits/bulkheads?

For bathroom renovations:

  • Tub to shower conversion, or keeping tub?
  • Full tile or partial (tub surround only)?
  • Moving toilet location or keeping same?
  • Heated floor or standard?
  • Demo to studs or cosmetic update?
  • Ventilation fan upgrade included?

For basement finishing:

  • Framing, drywall, and paint only, or full finish with flooring?
  • Bathroom included? (Adds $8,000-$15,000)
  • Egress window needed? (Adds $3,000-$5,000)
  • Drop ceiling or drywall ceiling?
  • HVAC extension included?

How to provide this:

Create a detailed checklist:

## SCOPE CHECKLIST

DEMOLITION:

 Remove existing cabinets
 Remove countertops
 Remove backsplash
 Remove flooring
 Dispose of all materials

CABINETS:

 Install upper cabinets (18 linear feet)
 Install lower cabinets (24 linear feet)
 Install island cabinets (8 linear feet)
 Soft-close hardware included
 Crown molding on uppers

[Continue for each category...]

Pro tip: Use a project brief platform like MyProBrief to organize all scope details in one shareable link.

2. Accurate Measurements and Dimensions

What contractors need to know:
Precise room dimensions, wall lengths, ceiling heights, and any obstacles or unique features.

❌ Vague:
“It’s a normal-sized kitchen”

✅ Specific:

KITCHEN DIMENSIONS

Room size: 12' 6" x 14' 3"
Ceiling height: 8' 0"
Total square footage: 178 sq ft
WALL BREAKDOWN:
North wall: 12' 6" 

36" doorway to dining room (centered)
Available cabinet space: 9' 0"

East wall: 14' 3"

Full wall available for cabinets
3 outlets (24", 60", 96" from left corner)

South wall: 12' 6"

60" x 48" window (centered, 36" sill height)
Available cabinet space on either side: 3' 0" each

West wall: 14' 3"

30" doorway to mudroom (3' from left corner)
Gas line for range (7' from left corner)
Available cabinet space: 10' 6"

CEILING:

Soffit runs along east wall (12" deep, 18" tall)
Want soffit removed

FLOOR:

Currently 3/4" oak hardwood
Transitions to tile in mudroom (at doorway)

Why this matters:

Cabinets and materials are priced by linear footage. 6 inches can mean hundreds of dollars difference.

Example:

  • 23 linear feet of cabinets at $150/ft = $3,450
  • 24 linear feet of cabinets at $150/ft = $3,600
  • Small measurement error = $150+ discrepancy

What to measure:

For any room:

  •  Overall room dimensions (length × width)
  •  Ceiling height
  •  Each wall length individually
  •  Door and window sizes and locations
  •  Distance from corners to doors/windows
  •  Any alcoves, bump-outs, or irregular shapes
  •  Ceiling features (soffits, beams, slopes)

For kitchens specifically:

  •  Cabinet run lengths (upper and lower separately)
  •  Appliance opening sizes
  •  Distance between appliances and walls
  •  Backsplash height and length
  •  Island dimensions (if applicable)
  •  Locations of existing plumbing/gas/electrical

For bathrooms specifically:

  •  Tub/shower dimensions
  •  Vanity area length
  •  Toilet space dimensions
  •  Tile areas (floor and walls separately)
  •  Door swing clearance
  •  Window size and location

How to measure like a pro:

Tool: Metal tape measure (25′ minimum)

Process:

  1. Draw a rough sketch of the room
  2. Measure each wall corner to corner
  3. Note locations of doors, windows, outlets
  4. Measure ceiling height in multiple spots (can vary)
  5. Photograph room with tape measure visible for reference
  6. Double-check measurements (measure twice!)

Sketch template:

        North Wall (12' 6")
  _________________________
  |        [DOOR]          |
W   |                        |  E
e   |                        |  a
s 14|                        |14 s
t '3|      [WINDOW]          |'3 t
  |                        |  
  |________________________|
      South Wall (12' 6")

Can’t measure yourself?

Include in your project brief: “I can provide rough dimensions, but would like contractor to verify with site visit before quoting.”

3. Realistic Budget Range

What contractors need to know:
Your actual budget—not what you wish it cost, but what you can actually spend.

❌ Unhelpful responses:

  • “Just give me your best price”
  • “Whatever it costs”
  • “I need the cheapest option”
  • “I’m getting other quotes” (doesn’t tell them your range)

✅ Helpful budget communication:

BUDGET: $45,000 - $55,000

Details:

Total available: $55,000
Comfortable spending: $50,000
Would need to see strong value to go above $52,000
Includes materials, labor, permits
Have financing pre-approved
Flexibility: Can stretch for quality, but not for extras

Why contractors need your budget:

Think about it from their perspective. Without a budget, they’re guessing:

If they quote too high:

  • You think they’re overpriced
  • You ghost them
  • They wasted time on detailed estimate
  • They never hear back (don’t know if it was price or something else)

If they quote too low:

  • They’re leaving money on the table
  • You might question their quality
  • They’re not suggesting upgrades you can afford
  • Leads to value engineering or corners cut

With a budget, they can:

  • Select appropriate materials for your price point
  • Suggest where to splurge vs. save
  • Know if they’re in your range before investing time
  • Provide options at different price levels
  • Not waste your time if they can’t work within it

How to determine your budget:

Step 1: Research rough costs

  • Google “[your project type] cost in [your city]”
  • Check Houzz, HomeAdvisor, Angi for ranges
  • Ask friends who’ve done similar projects
  • Look at cost-per-square-foot estimates

Step 2: Assess your financial situation

  • What can you afford monthly (if financing)?
  • What’s in savings you can access?
  • What’s your absolute maximum?
  • What’s your comfortable spending level?

Step 3: Create a realistic range

BUDGET WORKSHEET

Low end (bare minimum): $40,000
Comfortable middle: $50,000
High end (stretch): $60,000
Absolute ceiling: $65,000
Includes:
✓ All materials
✓ All labor
✓ Permits and fees
✓ 15% contingency
Not included (separate budget):
✗ Appliances ($8,000 - buying ourselves)
✗ Furniture/decor
✗ Temporary housing

How to share your budget:

Option 1: Exact range
“Our budget is $45,000-$55,000, ideally closer to $50,000”

Option 2: Tiered approach
“We have $50,000 budgeted. Can you provide quotes for:

  • Essential scope only
  • Preferred scope with nice-to-haves
  • Premium version if under $60,000″

Option 3: Price ceiling
“Our maximum budget is $60,000. Please design best project within that constraint.”

What if you’re truly flexible?

Even if you genuinely have flexibility, give a range:
“Budget is fairly flexible, but starting point of $50,000-$70,000 for planning purposes. Open to adjusting based on value.”

Budget red flags for contractors:

  • “Money is no object” (usually isn’t true, leads to problems)
  • “I’m getting 10 other quotes” (suggests unrealistic expectations)
  • “What’s the cheapest you can do?” (race to bottom, quality suffers)
  • Changing budget mid-quote process (suggests indecision)

4. Timeline and Schedule Constraints

What contractors need to know:
When you want to start, how long they have, and any deadline constraints.

❌ Vague:
“As soon as possible”

✅ Specific:

PROJECT TIMELINE

Ideal start date: March 15, 2025
Flexibility: Can start between March 1 - April 1
Hard deadline: Must be substantially complete by May 15
  (Reason: Hosting family graduation party)
Project duration expectations:

Based on research, expecting 6-8 weeks
Understand delays happen, need communication if timeline at risk

Schedule constraints:

House will be occupied (family of 4)
Need kitchen functional for dinner by 6pm during weeks 3-4
(can work around earlier in project)
Spring break: March 23-27 (we'll be gone, work can continue)
No work Easter weekend (April 18-20)

Working hours preferences:

Monday-Friday: 8am-5pm ideal
Weekends: Saturdays okay if needed, no Sundays
We work from home - will be present most days

Why timeline matters for quotes:

Contractors schedule multiple jobs. Your timeline affects:

Availability:

  • Can they even fit you in when you want?
  • Do they have crew availability?
  • Are subs available for that timeframe?

Pricing:

  • Rush jobs cost more (premium for fast-tracking)
  • Off-season work might be cheaper (winter in some areas)
  • Long timelines allow bulk material ordering (potential savings)

Planning:

  • Material ordering lead times (some items take 6-8 weeks)
  • Permit processing time (2-4 weeks in most areas)
  • Scheduling subcontractors
  • Coordination with other trades

Realistic timeline examples:

Kitchen renovation (full): 6-10 weeks
Bathroom renovation: 4-6 weeks
Basement finish: 8-12 weeks
Room addition: 12-20 weeks
Whole house remodel: 4-6 months

Timeline questions to answer:

  •  When do you ideally want to start?
  •  When do you NEED to start (if different)?
  •  When must it be complete?
  •  Is completion deadline flexible or firm?
  •  Any blackout dates (vacations, events)?
  •  Preferred working days/hours?
  •  Will house be occupied or vacant?
  •  Any seasonal considerations?

Common timeline mistakes:

Unrealistic expectations:

❌ "I want to start next week and finish in 2 weeks"
 (for a full kitchen remodel - impossible)

✓ "I'd like to start in 4-6 weeks and understand it
   takes 6-8 weeks for a kitchen this size"

No flexibility:

❌ "Must start January 3 and finish January 24, no exceptions"
   (what if permits delayed? weather issues? material backorder?)

✓ "Ideally January start with February completion, but have
   2-week buffer if unexpected issues arise"

Ignoring lead times:

❌ "I want to start in 2 weeks"
   (but custom cabinets take 6-8 weeks to manufacture)

✓ "Want to start in 8-10 weeks, gives time for ordering
   custom cabinets and getting permits"

Pro tip: If you have a hard deadline, give contractors at least 20% buffer. Need it done by June 1? Tell contractor you need it by May 15.

5. Material Preferences and Quality Expectations

What contractors need to know:
What quality level you expect and specific material preferences—or if you’re open to their recommendations.

❌ Vague:
“Good quality materials”

✅ Specific:

MATERIAL PREFERENCES - Kitchen

CABINETS:
Quality level: Mid to high-range (not big box store basic)
Style: Shaker, painted white
Hardware: Soft-close drawers and doors required
Features: Pull-out shelves, lazy susans
Inspiration: [Pinterest link to examples]
Budget allocation: $8,000-$12,000
COUNTERTOPS:
First choice: Quartz (white/gray with subtle veining)
Alternative: Granite if significantly cheaper
Not interested in: Laminate, tile, butcher block
Thickness: Standard 3cm
Edge: Simple eased or half-bullnose
Specific brands considered: Caesarstone, Cambria, Silestone
Budget allocation: $4,000-$6,000
FLOORING:
Material: Luxury vinyl plank (waterproof)
Color: Light gray or natural oak tones
Quality: Commercial-grade (20+ year warranty)
Specific examples: "LifeProof" or equivalent
Budget allocation: $2,000-$3,000
BACKSPLASH:
Material: Ceramic subway tile
Size: 3x6" classic subway
Color: White with light gray grout
Pattern: Traditional offset brick pattern
Budget allocation: $800-$1,200
APPLIANCES:
Already purchased: Refrigerator, dishwasher
Contractor to provide: Gas range (30" slide-in, stainless)
Preferred brand for range: Open to contractor recommendation
  in $1,200-$1,800 range
OPEN TO RECOMMENDATIONS:

Lighting fixtures (budget $600-$1,000 total)
Sink and faucet (undermount sink, pull-down faucet,
brushed nickel, budget $500-$800)

Why material specs matter:

Material choices are often 40-60% of total project cost. Different assumptions here create huge quote variations.

Example: Bathroom vanity

  • Stock vanity from Home Depot: $300-$600
  • Semi-custom from local supplier: $1,200-$2,000
  • Custom built by cabinetmaker: $3,000-$5,000

If one contractor assumes stock and another assumes custom, that’s a $4,000+ difference—just for the vanity!

How to research materials:

Step 1: Visit showrooms

  • Local tile shops (not just big box stores)
  • Cabinet showrooms
  • Plumbing fixture suppliers
  • Flooring specialists

Step 2: Online research

  • Houzz for inspiration photos
  • Pinterest for style direction
  • Manufacturer websites for specific products
  • YouTube for material comparisons

Step 3: Get samples

  • Tile samples (usually free or $1-5 each)
  • Cabinet door samples
  • Flooring samples
  • Paint chips
  • Countertop samples

Step 4: Create inspiration board

  • Save links to products you like
  • Pin images to Pinterest board
  • Take photos at showrooms
  • Note specific product names and numbers

Material quality levels:

Budget tier:

  • Laminate countertops
  • Stock cabinets (big box stores)
  • Builder-grade fixtures
  • Basic vinyl or laminate flooring
  • Total typical kitchen: $20,000-$35,000

Mid-range tier:

  • Quartz or granite countertops
  • Semi-custom cabinets (local suppliers)
  • Mid-grade fixtures (Kohler, Moen)
  • Luxury vinyl or engineered hardwood
  • Total typical kitchen: $35,000-$65,000

Premium tier:

  • Exotic stone or premium quartz
  • Custom cabinets (cabinetmaker)
  • High-end fixtures (Hansgrohe, Rohl)
  • Hardwood or designer tile
  • Total typical kitchen: $65,000-$100,000+

What if you don’t know specifics?

Be honest and ask for guidance:

"I'm not sure about countertop materials. My priority is:


Durability (high-traffic family kitchen)
Low maintenance
Staying in budget ($45k-$55k total)

Please recommend materials that meet these criteria and
explain pros/cons of each option."

Material allowances:

Some contractors use “allowances”—placeholders for materials you’ll select later:

MATERIAL ALLOWANCES IN QUOTE:

Countertops: $75/sq ft allowance (180 sq ft = $13,500)

If you select material at $60/sq ft: Credit $2,700
If you select material at $90/sq ft: Add $2,700

Tile: $8/sq ft allowance (45 sq ft = $360)
Plumbing fixtures: $1,200 allowance
Light fixtures: $800 allowance

Ask about allowances:

  • What’s included in quoted allowance?
  • What quality level does it represent?
  • How are overages/credits handled?
  • When do I need to make final selections?

6. Current Condition and Existing Issues

What contractors need to know:
The current state of your space, including any problems they’ll need to address.

❌ Hiding problems:
“The bathroom is in decent shape, just needs updating”
(but there’s water damage and mold behind the tub)

✅ Full disclosure:

CURRENT CONDITION - Master Bathroom

GENERAL:
Age: Original to house (built 1985 - 40 years old)
Last updated: Never (completely original)
Overall condition: Functional but dated and showing wear
KNOWN ISSUES:
PLUMBING:

Slow drain in tub (minor clog or vent issue)
Toilet runs occasionally (fill valve needs replacement)
Minor leak under sink (p-trap loose)
Water pressure lower than rest of house

ELECTRICAL:

GFCI outlet doesn't reset (needs replacement)
Bathroom fan very loud (probably needs replacement)
Only one outlet (may need more for modern use)

STRUCTURAL/WATER DAMAGE:

Soft spot in floor in front of tub (3" x 6" area)
→ Concerned about rot/water damage
Grout cracking in shower corners
Small water stain on ceiling below (upstairs bathroom)
Caulk around tub deteriorated, may have water intrusion

COSMETIC:

Tile is dated pink (1980s style)
Vanity laminate peeling
Mirror has fog spots (backing deteriorating)
Exhaust fan grill yellowed

VENTILATION:

Bathroom fan weak (doesn't clear steam)
No window (fan is only ventilation)
Humidity issues (paint peeling)

UNKNOWN/CONCERNS:

Don't know condition behind walls/tub surround
Concerned about possible mold due to humidity issues
Not sure about plumbing pipe condition (original copper?)
Subfloor condition unknown (might need replacement)

PHOTOS:

[Link to comprehensive photo gallery showing all issues]

Why full disclosure matters:

Hidden problems cause:

  • Inaccurate initial quotes
  • Massive change orders mid-project
  • Project delays (unexpected issues take time to fix)
  • Budget overruns (50% over original quote not uncommon)
  • Relationship damage (you feel blindsided, contractor feels deceived)

Honest disclosure allows:

  • Contingency budgeting (“May find rot, add $2,000-$5,000”)
  • Scope clarity (“Quote includes replacing damaged subfloor if found”)
  • Realistic timeline (buffer for unknowns)
  • Trust building (contractor appreciates transparency)

Common hidden issues:

Kitchens:

  • Water damage under sink
  • Electrical not up to code
  • Outdated/inadequate wiring (need panel upgrade)
  • Floor not level
  • Walls not plumb/square
  • Asbestos in old flooring/drywall
  • Plumbing behind walls corroded

Bathrooms:

  • Mold behind tub surround
  • Rotted subfloor
  • Leaking shower pan
  • Inadequate ventilation
  • Lead pipes
  • Cast iron drain pipes deteriorated
  • Termite damage

Basements:

  • Foundation cracks
  • Water intrusion
  • Musty smell (mold indicator)
  • Efflorescence (white powder on concrete)
  • Inadequate headroom
  • No egress window (required for bedroom)
  • Radon issues

How to document current condition:

Photo checklist:

  •  Overall room from each corner
  •  Each wall individually
  •  Ceiling (water stains, cracks)
  •  Floor (damage, unevenness)
  •  All known problem areas (close-ups)
  •  Behind/under accessible areas
  •  Electrical panel (if relevant)
  •  Plumbing under sinks

Notes to include:

  • Age of current materials
  • Date of last update
  • Known issues (even if “minor”)
  • Weird smells or sounds
  • Seasonal issues (leaks only when it rains)
  • Previous repairs attempted
  • Building/permit history if you know it

Pre-inspection option:

For major renovations, consider hiring inspector before getting quotes:

"I had a pre-renovation inspection done. Report attached. 
Key findings:
Subfloor needs replacement (water damage)
Electrical panel needs upgrade (insufficient amperage)
Foundation crack needs repair

Please include these in your quote."

Cost: $300-$500 for inspection
Savings: Potentially thousands in accurate quoting and avoiding surprises

7. Property Details and Access Logistics

What contractors need to know:
Critical information about your property that affects how they’ll work and transport materials.

❌ Basic:
“It’s a house in Seattle”

✅ Comprehensive:

PROPERTY & ACCESS DETAILS

PROPERTY TYPE:
Type: Two-story single-family home
Year built: 1985
Square footage: 2,400 sq ft
Style: Colonial
Lot: Corner lot with good street access
WORK LOCATION:
Project area: Second floor master bathroom
Access: Front door → stairs (13 steps, 36" wide) → hallway → bathroom
Distance from front door: ~45 feet
Bathroom door width: 32"
PARKING & STAGING:
Driveway: Two-car driveway (available for contractor)
Street parking: Available (no restrictions)
Material delivery: Can back truck into driveway
Dumpster placement: Drivster can go in driveway or street
  (no HOA restrictions for temporary placement)
Material storage: Garage available (450 sq ft free)
ACCESS DETAILS:
Entry: Front door (no lockbox - we'll be home or provide key)
Door widths: All 32"-36" (standard)
Stairs: 

Front stairs to main level: 3 steps, 42" wide
Interior stairs to 2nd floor: 13 steps, 36" wide, standard rise/run
No tight turns or difficult access
Elevator: None
Hallways: 42" wide throughout

WORKSPACE & FACILITIES:
Work prep area: Garage available for cutting, tool setup
Bathroom for crew: Guest bathroom on main floor available
Water access: Exterior spigot on side of house
Electrical: 110V outlet in garage for tools
Cleanup: Outside trash bins available
OBSTACLES & CHALLENGES:
HOA: Yes, but no restrictions on renovation work

Dumpster permitted (notify office)
No noise restrictions except before 7am/after 7pm
Neighbors: Close neighbors on both sides
Prefer morning/daytime work (they have night shift workers)
Protected landscaping: Avoid mature shrubs along front walkway
Gate: Side gate 42" wide (access to backyard if needed)

SITE CONSIDERATIONS:
Floors: Hardwood floors in hallway to bathroom
  → Protection required (will provide runners)
Stairs: Carpeted stairs (acceptable to cover with plastic)
Occupied: House occupied during renovation

Family of 4 (2 adults, 2 kids ages 8 and 11)
We work from home most days (will be present)
Need daily cleanup (kids/pets)
Pets: One dog (golden retriever, friendly)
Will be contained during work hours
Please close exterior doors

UTILITIES:
Electrical: 200-amp service, panel in garage
Water main shutoff: Basement (will show during site visit)
Gas: Natural gas service, shutoff at meter
HVAC: Central air, system in basement
Internet: Will be working from home, need WiFi active
SEASONAL/WEATHER:
Season: Spring (March-May)
Weather concerns: Seattle rain (frequent)

Please protect openings during demo
Track mud concerns
Climate control: Heat/AC available during work

SPECIAL REQUESTS:

Please remove shoes when entering (we'll provide boot covers)
Use side door preferred over front (less disruption)
Okay to leave tools overnight in garage (locked)
Please clean up daily (family home, kids present)

Why logistics matter:

These details affect:

Pricing:

  • Difficult access = higher labor costs (time to haul materials)
  • No parking = need to rent offsite parking or pay meters
  • Stairs/tight corners = more time and care needed
  • Disposal restrictions = higher dump fees

Planning:

  • Material ordering (can large items fit through doors?)
  • Dumpster size and placement
  • Equipment rental (can boom lift fit in driveway?)
  • Crew size (space for multiple workers?)

Timeline:

  • Access challenges add time
  • Material transport up stairs takes longer
  • Weather delays in exposed areas
  • Occupied vs. vacant affects schedule

Example cost impacts:

Basement access scenario:

  • Walk-out basement with wide door: Normal pricing
  • Basement only accessible via narrow interior stairs: +10-15% labor
  • Basement with exterior bulkhead (need to remove for access): +$500-$1,000

Material delivery scenario:

  • Driveway delivery to garage: Included in quote
  • Street delivery requiring hand-carry 100 feet: +$200-$500
  • Delivery requiring crane or lift: +$800-$2,000

Parking scenario:

  • Free driveway parking: $0
  • Street parking (metered, $4/hour × 8 hours × 30 days): $960
  • Need to rent offsite parking: $300-$600/month

Questions to answer:

Access:

  •  How do you get from street to work area?
  •  Any stairs? How many? Width?
  •  Any tight turns or hallways?
  •  Will large items fit through all access points?
  •  Any low ceilings or door headers?

Parking:

  •  Where can contractor park?
  •  Space for work truck/trailer?
  •  Any parking restrictions (permits, time limits)?
  •  Can materials be delivered to driveway?
  •  Dumpster placement options?

Workspace:

  •  Space for material staging/storage?
  •  Area for cutting/tool setup?
  •  Bathroom access for crew?
  •  Water/electrical for tools?

Property constraints:

  •  HOA rules or restrictions?
  •  Noise limitations?
  •  Work hour restrictions?
  •  Permit posting requirements?

8. Who Makes Decisions and When

What contractors need to know:
Who has approval authority and how quickly decisions can be made.

❌ Unclear:
“We’ll let you know about materials later”

✅ Clear:

DECISION-MAKING PROCESS

DECISION MAKERS:
Primary: John Smith (homeowner)

Available: Weekday evenings after 6pm, weekends anytime
Contact: john@email.com, 555-0123 (text preferred)
Decision authority: Up to $2,000 individually

Secondary: Sarah Smith (spouse)

Available: Weekdays 12-1pm, evenings after 7pm
Contact: sarah@email.com, 555-0124
Decision authority: Must approve all decisions >$500

Joint decisions required for:

Major design changes
Budget increases >$2,000
Timeline changes >1 week
Change orders

DECISION TIMELINE:
Minor decisions (<$500): Same day or next day
Medium decisions ($500-$2,000): Within 2-3 days
Major decisions (>$2,000): Within 1 week
Material selections:

Final decisions needed: 2 weeks before installation
Will make appointments at showrooms
Can meet contractor at suppliers if helpful

Response expectations:

Urgent issues: Call both numbers, respond within 2 hours
Non-urgent questions: Email/text, respond within 24 hours
Material approvals: Provide samples, we'll decide within 48 hours
Change orders: Written proposal, we'll respond within 48-72 hours

ADVISOR INPUTS:
Designer: Working with interior designer (Jane Doe)

Will provide final material selections
Contractor should coordinate with her on design questions
Her approval needed on all aesthetic decisions

Other stakeholders:

Mother-in-law (lives with us): No decision authority but may
have questions
Please direct all decisions through John or Sarah

PRE-APPROVED DECISIONS:
Contractor can proceed without asking on:

Minor material substitutions (same quality/price)
Problem-solving during demo (if keeps project on track)
Tool/method choices
Work sequence adjustments

MUST GET APPROVAL:

Any cost increase >$200
Timeline delays >2 days
Design/aesthetic changes
Scope modifications
Material upgrades/downgrades

Why this matters:

Decision delays cause:

  • Project standstills (crew idle while waiting on answer)
  • Schedule domino effects (subs rescheduled, adds weeks)
  • Material delays (missed ordering windows)
  • Cost increases (idle crew time = labor costs)

Real scenario:

Contractor: "Do you want the tile to run horizontal or vertical 
           in the shower?"

Homeowner: "I need to ask my wife... she's on a business trip
            until Friday."
Result: Tile crew idle for 3 days, costs $1,500 in lost time,
        delays project 1 week

With clear process:

Contractor: "Do you want the tile to run horizontal or vertical?"
Homeowner: "Per our decision doc, aesthetic choices need both 
            spouses. Can you send photos of both options? We'll 
            video chat tonight and decide by tomorrow morning."
Result: Decision made in 18 hours, minimal impact

Common decision bottlenecks:

During planning (before start):

  • Cabinet style and color
  • Countertop selection
  • Tile choices
  • Paint colors
  • Fixture finishes
  • Appliance models

During construction:

  • “We found an issue—how do you want to handle it?”
  • “This material is backordered, need alternative”
  • “We can add this upgrade now or never”
  • “Layout looks different at full scale, want to adjust?”

Questions to clarify:

  •  Who has final decision authority?
  •  Any joint decisions required?
  •  What’s each person’s availability?
  •  What’s your typical response time?
  •  When will material selections be finalized?
  •  Any advisors contractor should coordinate with?
  •  What decisions can contractor make independently?
  •  What dollar threshold requires approval?

Pro tip: Create a “Decision Matrix”

DECISION MATRIX

< $200: Contractor can proceed (notify via text)
$200-$1,000: Text/email request, respond within 24 hours
$1,000-$5,000: Written proposal, joint discussion, 2-3 day response
> $5,000: Formal change order, both spouses approve, 1 week max

9. Your Expectations and Priorities

What contractors need to know:
What matters most to you—quality, speed, budget, or specific outcomes.

❌ Unclear priorities:
“I want it good, fast, and cheap”
(Pick two—you can’t have all three)

✅ Clear priorities:

PROJECT PRIORITIES (Ranked)


QUALITY OF WORKMANSHIP (Most Important)

Willing to pay more for skilled craftsmanship
Want work done right the first time
References for similar projects required
Portfolio of past work essential


STAYING ON SCHEDULE

Have firm deadline (hosting event May 15)
Timeline matters more than minor cost savings
Prefer contractor who can commit and deliver
Will pay premium for guaranteed completion date


CLEAR COMMUNICATION

Need regular updates (prefer daily text photos)
Want to understand options before decisions
Appreciate proactive problem-solving
Transparency about issues/delays critical


MINIMIZING DISRUPTION

House occupied, family of 4
Daily cleanup essential
Dust containment important
Respectful of our living space valued


STAYING WITHIN BUDGET

Budget is $45k-$55k (some flexibility)
Quality matters more than saving $2-3k
Want value, not necessarily cheapest
Willing to spend for right solution



NOT PRIORITIES:

Latest trends (timeless design preferred)
Designer brands (quality over labels)
Doing it ourselves (want full-service contractor)

SPECIFIC EXPECTATIONS:
COMMUNICATION:

Daily text update with photo
Weekly in-person check-in (Saturdays 9am)
Immediate call for any issues >$500
Written proposals for all change orders

WORKMANSHIP:

Industry best practices followed
Code compliance essential
Clean, professional installation
Attention to detail (level, plumb, square)

DAILY OPERATIONS:

Arrive by 8:30am (flexibility okay with notice)
Clean up by 5pm daily
Protect floors and adjacent areas
Remove debris regularly (not just at end)
Lock up properly each day

PROBLEM SOLVING:

Bring issues to me immediately
Provide options with pros/cons
Recommend solutions (don't just ask "what do you want?")
Document decisions in writing

DEAL BREAKERS:

Poor communication/ghosting
Cutting corners on quality
Not cleaning up daily
Showing up unreliably
Subcontracting without disclosure

Why priorities matter:

Every project has constraints and trade-offs:

The Project Triangle:

        Quality
       /\
      /  \
     /    \
    /______\
Cost        Time

You can optimize for 2, but not all 3:

Fast + Cheap = Lower quality
Fast + Quality = Higher cost  
Cheap + Quality = Slower timeline

Understanding your priorities helps contractors:

  • Make recommendations aligned with your values
  • Allocate resources appropriately
  • Know when to ask vs. decide
  • Price accordingly
  • Set realistic expectations

Common priority conflicts:

Scenario 1: Budget vs. Quality

Situation: Can get stock cabinets at budget, or upgrade to 
         semi-custom for $3,000 more

If quality is #1 priority:
Contractor recommends: Upgrade (better longevity, resale value)
If budget is #1 priority:
Contractor recommends: Stock cabinets (perfectly functional)

Scenario 2: Speed vs. Cost

Situation: Can start in 8 weeks at quoted price, or 3 weeks 
           for 15% premium (rush fee)

If timeline is #1 priority:
Contractor recommends: Pay premium for faster start
If budget is #1 priority:
Contractor recommends: Wait 8 weeks, save $7,000

Scenario 3: Disruption vs. Cost

Situation: Can work extended hours to finish faster (more 
           noise/disruption), or standard hours taking longer

If minimal disruption is #1 priority:
Contractor recommends: Standard hours, accept longer timeline
If timeline is #1 priority:
Contractor recommends: Extended hours despite disruption

Questions to consider:

About quality:

  •  How important is craftsmanship vs. speed?
  •  Willing to pay more for premium work?
  •  Portfolio/references essential?
  •  Warranty terms a major factor?

About timeline:

  •  Firm deadline or flexible?
  •  Willing to pay premium for faster completion?
  •  Gaps in work acceptable or prefer continuous?
  •  How much buffer is tolerable?

About budget:

  •  Absolute ceiling or some flex?
  •  Willing to reduce scope to stay in budget?
  •  Value-oriented or price-focused?
  •  Where will you compromise to save?

About communication:

  •  How often do you want updates?
  •  Preferred method (text, email, call)?
  •  Need contractor on-site or project manager okay?
  •  How much involvement do you want?

About disruption:

  •  House occupied or vacant?
  •  Daily cleanup essential or weekly okay?
  •  Work hours restrictions?
  •  Noise/dust tolerance level?

10. Questions You Need Answered

What contractors need to know:
Your specific concerns and questions so they can address them in their quote.

❌ Saving questions for later:
(Leads to back-and-forth, delays, miscommunication)

✅ Including questions upfront:

QUESTIONS FOR CONTRACTOR

SCOPE & PROCESS:

Does this quote include removal and disposal of all existing
materials, or is that extra?

Will you handle permit applications, or do we need to?
What's the cost and timeline?

The floor is slightly sloped (1/2" drop across 12 feet).
Will you level it as part of flooring installation?

There's suspected water damage under the tub. What's your
process if you find rot during demo?

Can the soffit above cabinets be removed, or is it structural?


MATERIALS & FINISHES:
6. Are appliance installation and hookups included, or separate?

For the countertops, does price include undermount sink
cutout and installation?

What backsplash height do you recommend (4" or full height
to cabinets)?

Will new flooring go under appliances or just visible areas?

For the island, can we add electrical outlets on the sides?


TIMELINE & LOGISTICS:
11. What's realistic timeline from contract signing to completion?

What's the lead time for cabinets (before you can start)?

Will there be any days with no work (waiting for materials,
inspections, etc.)?

At what point in the project will the kitchen be completely
unusable?

How soon after completion will you do final walkthrough?


COSTS & PAYMENT:
16. Does this quote include sales tax, or is that added?

What's your payment schedule (deposit, milestones, final)?

How are change orders priced (time & materials, or markup)?

Is there a warranty on workmanship? Labor? Materials?

What happens if the project goes over the estimated timeline
due to unforeseen issues?


CONTRACTOR QUALIFICATIONS:
21. Are you licensed and insured? Can I see proof?

Will you be using subcontractors? For which trades?

Who will be my main point of contact during the project?

Can you provide 3-5 references from similar recent projects?

Do you guarantee your work? For how long?


SPECIFIC CONCERNS:
26. I'm worried about dust spreading to rest of house. How will
    you contain it?

We work from home. Will we be able to use other rooms during
construction?

Our dog is nervous around strangers. Any concerns with pets
in the house?

What if we discover asbestos or lead paint during demo?

What's your cleanup process—daily, weekly, or just at the end?

Why asking upfront matters:

Prevents surprises:

Without question #1:
Homeowner assumes debris removal included
Contractor quotes without removal
Surprise $800 charge mid-project for dumpster and hauling

Enables fair comparison:

With question #6:
Contractor A: Appliance installation included ($500 value)
Contractor B: Appliance installation extra ($600 charge)
Now you can compare apples-to-apples

Shows you’re informed:
Contractors respect homeowners who ask good questions. It signals:

  • You’ve done your research
  • You’re serious and organized
  • You want to prevent problems
  • You value clear communication

Question categories:

Scope clarity:

  • What’s included vs. extra?
  • Level of finish (paint walls? clean up?)
  • Disposal and hauling
  • Prep work requirements
  • Site protection

Process questions:

  • Permit handling
  • Inspection coordination
  • Subcontractor management
  • Problem-solving approach
  • Change order process

Material questions:

  • Quality levels
  • Specific brands/models
  • Allowances vs. included
  • Selections and approvals
  • Substitution policies

Timeline questions:

  • Start to finish duration
  • Lead times for materials
  • Inspection delays
  • Weather contingencies
  • Phases of work

Cost questions:

  • What’s included in quote
  • Payment terms
  • Tax handling
  • Overage policies
  • Warranty coverage

Red flag questions:

Ask these to identify problem contractors:

  • “Who will actually do the work?” (Should know their crew)
  • “What happens if I’m unhappy with something?” (Should have clear resolution process)
  • “Can I see your license and insurance?” (Should provide immediately)
  • “How do you handle unexpected issues?” (Should have systematic approach)
  • “What’s your cleanup process?” (Should be specific, not “we’ll clean up”)

Good contractors appreciate questions. If a contractor seems annoyed by your questions or gives vague answers, that’s a red flag.

Putting It All Together: The Complete Package

When you provide all 10 things upfront, contractors can:

✅ Quote accurately (fewer assumptions = fewer surprises)
✅ Respond faster (all info in one place)
✅ Provide comparable bids (everyone quoting same scope)
✅ Respect your professionalism (organized clients get better service)
✅ Plan properly (materials, timeline, crew)
✅ Start relationship with trust (transparency builds confidence)

The easy way to organize all 10:

Use a project brief platform like MyProBrief.com to organize:

  1. ✓ Detailed scope checklist
  2. ✓ Room measurements and photos
  3. ✓ Budget range and flexibility
  4. ✓ Timeline and schedule constraints
  5. ✓ Material preferences with links/photos
  6. ✓ Current condition photos and notes
  7. ✓ Property access details
  8. ✓ Decision-maker info and process
  9. ✓ Your priorities ranked
  10. ✓ All your questions listed

Share one link with all contractors → Get accurate, comparable quotes.

Real Success Story

Before using complete information:

“I called 5 contractors about my kitchen. Each conversation was different—I forgot to mention different things to each one. The quotes ranged from $32,000 to $68,000. I had no idea how to compare them because they were all quoting different things. Frustrated, I gave up for 6 months.” – Robert K., Chicago

After providing all 10 things:

“I spent 2 hours creating a comprehensive project brief with all 10 elements. Shared it with 6 contractors. Got 4 detailed quotes back within a week—all between $47,000 and $53,000. I could actually compare them because everyone was quoting the exact same scope. Chose a contractor, started on time, finished on budget. The 2 hours I invested upfront saved me months of frustration and probably thousands in change orders.” – Robert K., Chicago (6 months later)

Quick Checklist: Did You Provide Everything?

Before requesting quotes, verify you’ve included:

  •  1. Detailed scope – What’s in, what’s out, crystal clear
  •  2. Measurements – Accurate dimensions, all walls, ceiling height
  •  3. Budget – Realistic range with flexibility noted
  •  4. Timeline – Start date, completion needs, constraints
  •  5. Materials – Quality level, preferences, specific products
  •  6. Current condition – Photos, known issues, full disclosure
  •  7. Property details – Access, parking, logistics
  •  8. Decision process – Who decides, how fast, approval limits
  •  9. Priorities – What matters most, ranked
  •  10. Questions – All concerns addressed upfront

If you checked all 10: You’re ready for accurate quotes!
If you missed any: Complete those sections before contacting contractors.

Frequently Asked Questions

Q: Isn’t this a lot of work upfront?
A: Yes—1-2 hours. But it saves 10+ hours of back-and-forth and prevents thousands in miscommunication costs. Frontload the work, smooth sailing later.

Q: What if I don’t know some of these things yet?
A: Be honest: “I’m not sure about countertop material—open to contractor recommendations within $X budget.” Acknowledge gaps rather than avoiding them.

Q: Will contractors think I’m being too demanding?
A: Quality contractors LOVE organized clients. If a contractor is put off by thorough information, that’s a red flag—they probably cut corners.

Q: Can I just write this in an email?
A: You can, but it gets long and hard to organize. Project brief platforms like MyProBrief make it easier to organize and share.

Q: What if details change after I share with contractors?
A: Update your brief and notify contractors: “Updated budget section—now $50k-$60k instead of $45k-$55k.” Keep everyone on same page.

Q: Do I need all 10 for small projects?
A: For projects under $5,000, you can skip some details. But for anything major ($10,000+), all 10 are important for accurate quotes.

Q: What if a contractor still has questions after all this?
A: That’s fine! Good contractors will have follow-ups. But you’ve eliminated 80% of the back-and-forth by providing complete info upfront.

Conclusion: Information = Accurate Quotes

The quote accuracy formula:

Complete Information = Accurate Quotes
Accurate Quotes = Comparable Bids
Comparable Bids = Informed Decision
Informed Decision = Successful Project

The 10 things every contractor needs:

  1. Detailed scope of work
  2. Accurate measurements
  3. Realistic budget range
  4. Timeline and constraints
  5. Material preferences
  6. Current condition disclosure
  7. Property access details
  8. Decision-making process
  9. Your priorities ranked
  10. Your questions answered

Provide all 10 upfront → Get accurate, comparable quotes → Make confident decision → Enjoy smooth project.

Ready to get accurate contractor quotes?

Create your free project brief at MyProBrief.com with all 10 essential elements organized in one shareable link.

Stop getting wildly different quotes. Start getting accurate estimates.