How to organize your project details into a simple package contractors can price accurately
Introduction
If you’re ready to start collecting bids, the most important thing you can do is present your project clearly. Whether you’re working from full architectural plans or just a detailed Scope of Work, putting together a clean, easy-to-understand bid package will help contractors provide accurate proposals and make it easier for you to compare them later.
This doesn’t need to be complicated or formal. It just needs to give contractors the information they need to understand what you’re asking them to build.
What Is a Bid Package?
A bid package is a group of documents and details that describes your project. Contractors use this to estimate labor, materials, timelines, and more.
At a minimum, your bid package should explain:
- What work is being done
- Where it’s being done
- What’s included (and what’s not)
- Any known design details, finishes, or materials
If you have architectural plans, those will become the foundation of your package. If not, a detailed Scope of Work paired with photos and notes can be just as useful for smaller or non-structural projects.
What Documents Should Be Included
Start with what you have. Not every project needs every document, but the more clearly you can define the work, the better the bid will be.
Minimum Required Documents:
- A written Scope of Work (room-by-room, or system-by-system)
- Any plans, layout sketches, or floorplans (even if hand-drawn)
- A list of known materials or finishes (tile, flooring, cabinets, etc.)
Helpful Optional Documents:
- Site photos (labeled if possible)
- Permit status or expected submittal dates
- Existing surveys or site reports
- Example or inspiration images
- Known budget constraints or schedule goals
- Any items not part of the work (“exclusions”)
You don’t need to have final product selections, but if you know the type of materials you plan to use, include it (e.g., “engineered hardwood,” or “midrange quartz countertop”).
Prepare Your Bid Package: A Simple Checklist
Use this as a working to-do list for your project:
- Write or update your Scope of Work
- Label each area of work (Kitchen, Bath 1, Exterior, etc.)
- Attach any plans or layout drawings
- Add site photos with notes
- Include any known finish preferences (even examples or links)
- List exclusions – what’s not part of the project
- Mention any scheduling expectations or constraints
- Add permit status (if submitted or approved)
- Organize everything in a single folder or link
If you don’t have formal plans, that’s okay this checklist still applies.
File Format and Delivery Tips
The goal is clarity and accessibility. Here’s how to package your info in a way that’s easy for contractors to use:
- Combine PDFs into a single file if possible, or use a clearly named folder in Google Drive or Dropbox
- Use simple, consistent file names: “Kitchen_Scope.pdf” or “Site_Photos_Date”
- Avoid scattered emails, send a single message or link with all the materials
- Include a brief message stating the project address, timeline, and when bids are due
Should You Send to All Contractors at Once?
You can choose to send your bid package to all selected contractors at the same time, or stagger it depending on who you’re considering. Some owners prefer to:
- Send to all at once – Promotes fairness and helps compare timelines directly
- Stagger outreach – Allows early feedback and avoids feeling overwhelmed
Avoid “shopping around” contractor bids or sharing other contractors’ pricing. This breaks trust and may result in contractors walking away.
Keep a simple log of when each contractor received the package and whether they confirmed receipt.
Optional: Include a Bid Instructions Page
For larger or more complex projects, consider including a one-page sheet with basic instructions:
- Project address
- Due date for bids
- Contact person for questions
- Requested format (if any)
- Expectations around exclusions, allowances, or schedule
- Any known site access notes (gated community, lockbox, etc.)
This isn’t required but can help avoid confusion, especially if you’re sending to multiple builders.
What’s Next: Contractor Walkthroughs
Once your bid package is ready, the next step is to schedule site visits with the contractors you’re considering. These walkthroughs are important, they give contractors a chance to see the site, ask questions, and assess the project before submitting a proposal.
Continue to Contractor Walkthroughs: How to Run a Productive Site Meeting to learn how to prepare your property, what to expect from the visit, and how to evaluate each contractor’s approach.
Downloadable Template
To help you get started, we’ve included a Google Doc template you can copy and customize:
➡️ General Home Remodel SOW Template
Use this to build a clear Scope of Work, even if you don’t have final plans. It’s formatted to help contractors understand what they’re pricing and to reduce confusion when collecting bids.