Explain the main reason for the work: worn areas, better use of space, a different tenant layout or changed services. That priority helps when the budget cannot cover every option.
Describe retained, altered and new elements
Use photos, plans and a room or element list to show what stays, goes and is added. Include relevant walls, ceilings, flooring, doors, decoration and fixed equipment.
Check that items you keep are suitable and compatible. An existing ceiling affects access to pipes and wiring. For removals, state whether you expect a cleared area, capped services, patch repairs or a fully finished surface.
Include connected services
Include electricity, lights, heating, ventilation, plumbing, controls and connections to fire or security systems. Say who designs, fits and tests each part. A quote for the visible room finish may not include the services needed to use it.
Identify surveys and approvals needed before building starts. Read HSE's construction responsibilities and official building-requirement duties, and identify the relevant roles in project appointments.
Explain how the property will remain usable
Say whether the property will remain occupied. Agree hours, entry routes, deliveries, storage, temporary services and spaces that must stay usable. If work is phased, define each boundary and what must be complete before handing it back.
Noise, dust, power interruptions and moving materials affect everyone using the building. Include these conditions in the brief because they change the method, timing and price.
Define finishes and completion
Describe the finish and performance you want. Standard decoration is too vague without an agreed meaning. List samples or choices requiring approval and decide them in time for orders.
Agree what comes with completion: inspections, commissioning results, plans, product details, operating instructions and arrangements for snags. Specify which records you need and who receives them.
Common questions
Does every refurbishment need a detailed drawing package?
It depends on the work. A small, clearly described alteration may use a marked-up plan and schedule. More complex room or service changes need coordinated design information.
Should optional work be included in the main scope?
Show optional extras separately, with their cost and timing effects. You can then approve choices without obscuring what is essential.
What makes competing quotations comparable?
Give each contractor the same work description, access conditions, finishes and completion requirements. Check allowances and exclusions as well as the quoted sum.
Related projects and reading
Find refurbishment and fit-out work, design-and-build services and budget support. Read refurbishment budgeting, browse property services, projects, sectors served and locations, or discuss your proposed changes.