How to scope a commercial decorating quote

Make a room and surface schedule

Start with a marked-up plan or a simple room list. For each room, say whether you want walls, ceilings, skirting, door frames and doors included. On stairs and landings, record the full height and note which parts need access equipment. For exterior work, separate masonry, timber and metalwork, and identify any areas that cannot be reached from ground level.

Photograph each area in good light. Include close-ups of peeling paint, stains and damage, along with a wider shot so the decorator can judge scale. Flag known leaks or damp patches and say whether repairs are already arranged. A coating specification is easier to agree after the underlying problem has been assessed.

Describe how the building is used

For an occupied office, list the hours when rooms can be released, the routes people must still be able to use and any sensitive rooms or equipment. In shared blocks, say who will notify occupants, who holds keys and when deliveries or access equipment can be brought in. If several people approve work, name one point of contact for decisions about colours, dates and changes.

If you need evening or weekend work, ask for it as a separately priced option. A phased programme can also work: hand over a floor or room, complete and check it, then release it before moving to the next area.

Compare preparation, materials and exclusions

Ask each contractor to explain the preparation they have allowed for and which defects would count as additional work. A low quote can look quite different once filling, sanding, protection, access equipment and final cleaning are allowed for. Confirm whether the quotation covers materials, removal of waste, agreed protection and VAT where applicable.

Agree how additional items will be priced and approved before they are done. For a programme across several properties, use a consistent schedule of items and record what each rate includes. That makes it easier to compare like with like as addresses and conditions change.

Agree the handover before work starts

Write down the colour references, finishes and areas included. Confirm the person who will inspect the finished work, the date they are available and how any snags will be recorded. Where practical, request a finish sample before a large area is painted.