What a contractor quote should include: a 13-point checklist

The short answer

A useful contractor quote describes the work in enough detail that you could hand it to another contractor and get a comparable price. At minimum it should say what will be done, with which materials, by when, for how much, how you'll pay, and what is not included.

Official guidance says much the same. The Federal Trade Commission says a written estimate should include a description of the work, materials, completion date and price. Ontario's consumer protection guidance lists the contractor's contact details, a detailed project description including materials, warranties, total cost and payment terms, a work schedule, a payment schedule stating the deposit, and who is responsible for cleanup.

A quote and a contract are not always the same document. In some places many of the items below must appear in the contract. Asking for them at the quote stage makes quotes easier to compare and the contract easier to check.

The checklist

Use this list to review any quote. Mark each item as clear, vague or missing.

1. Contractor details. Business name, address, phone number and license number where your area requires one. California's licensing board, for example, says a home improvement contract must identify the contractor, the business address and the license number.

2. Scope of work. A room-by-room or task-by-task description. "Renovate bathroom" is not a scope. "Remove existing tub and tile, install new shower base, tile walls to 7 feet" is.

3. Materials. Brand, model, grade, color or thickness for the main items. If the quote says "or equivalent," ask who decides what counts as equivalent.

4. Allowances. Any line priced as a placeholder budget, such as "fixtures: allowance $800." The quote should say what happens if your choices cost more or less.

5. Permits and inspections. Who applies, who pays, and whether the price includes the fees. Canada's Office of Consumer Affairs notes that permits are generally the homeowner's responsibility unless the contract says otherwise.

6. Disposal. Who removes demolition waste and old materials, and whether a dumpster or skip is included.

7. Timeline. A start date, an estimated completion date, and what happens if the job runs late.

8. Price and payment schedule. The total, any taxes, the deposit, and each later payment tied to a stage of finished work. Some places cap deposits; see how much deposit a contractor should ask for.

9. Change orders. How changes are requested, priced and approved. California's licensing board says any change to price or scope needs a written change order signed by both sides before the change. Even where the law doesn't require it, it's a sensible standard.

10. Warranty. What the contractor warrants on labor, for how long, and which manufacturer warranties apply. Ask for both in writing.

11. License and insurance. A license number where one is required, and proof of liability insurance. In Canada, the Office of Consumer Affairs also suggests checking workers' compensation coverage.

12. Cleanup. Daily site cleanup and final cleanup, stated plainly.

13. Exclusions. A list of what is not included. A good exclusions list is a sign of a careful quote, not a bad one: it tells you what you still need to budget for.

An annotated sample quote

Here is an excerpt from a synthetic quote. The company and figures are fictional.

Sample quote, Northgate Renovations (synthetic). Bathroom refresh, Quote NR-3104. Remove existing vanity and tile floor. Supply and install vanity (allowance $900) and porcelain floor tile (customer to choose). Plumbing: reconnect existing lines. Electrical: replace light fixture. Permits: if required. Disposal: included. Start: within 4 to 6 weeks of deposit. Total: $6,800 plus tax. Payment: 40% deposit, balance on completion. Changes billed at our standard rates.

What to notice, line by line:

• "Vanity (allowance $900)." You know the budget but not the product. Ask what $900 buys and what happens if you choose a $1,300 vanity.

• "Porcelain floor tile (customer to choose)." The tile price isn't stated. Ask whether tile is included in the $6,800, and if so up to what price per square foot.

• "Reconnect existing lines." Fine if nothing moves. If the vanity changes position, new plumbing may be extra. Ask.

• "Permits: if required." This doesn't say who decides, who applies or who pays. Ask for a yes or no and a name.

• "Disposal: included." Clear.

• "Start: within 4 to 6 weeks of deposit." There's no completion date. Ask how many working days the job takes once started.

• "40% deposit, balance on completion." Only two payments, with a large share up front. Some places limit deposits, so check your local rules, and ask whether part of the deposit could move to a midpoint stage.

• "Changes billed at our standard rates." The rates aren't stated, and there's no written approval step. Ask for change orders to be priced and signed before the work is done.

• Missing entirely: license number, insurance, warranty, cleanup beyond disposal, and an exclusions list.

None of this means the contractor is doing anything wrong. It means the quote leaves room for surprises, and a few written questions can close those gaps before you sign.

How to ask for the missing details

Keep it short and specific. For example:

Thanks for quote NR-3104. Before I decide, could you confirm in writing: what vanity the $900 allowance covers; whether floor tile is included and up to what price; who obtains and pays for any permit; the expected completion date; your license number and proof of insurance; and your labor warranty. I'd also like changes to be priced and signed before work starts on them.

Send the same message to each contractor you're considering. Comparable answers make comparable quotes, and our guide to comparing contractor quotes shows how to line them up.

A note on home signings

The FTC notes that if you sign a contract in your home or somewhere other than the seller's permanent place of business, the contract should include a written statement of your right to cancel within three business days. Ontario provides a 10 calendar-day cooling-off period for renovation contracts of $50 or more signed in your home. Rules elsewhere differ, so check with your state, provincial or territorial consumer protection office.

Before you sign

Check that the contract matches the quote you reviewed, including every answer you got in writing. Ontario's guidance puts it plainly: if something isn't written in your contract, you may not get it.

Check your quote against this list

EasyToDecode is launching soon. It will read your contractor's quote, quote the lines that matter, flag which of these 13 items are vague or missing, and prepare the questions to send before you sign. See how it works or join the waitlist to hear when it opens.