How to describe your project clearly, especially when you’re not using formal plans
Introduction
Not every construction project begins with a full set of architectural drawings. In many cases, especially smaller remodels or straightforward upgrades, you may not need formal plans at all. But you do need a clear way to communicate what’s being built, changed, or repaired.
That’s where a Scope of Work (SOW) comes in. A well-written SOW outlines the scope, materials, and goals of the project in plain terms. It gives your contractor what they need to price the job, your team a shared understanding of what’s happening, and the city (or lender) enough clarity to issue permits or financing.
When to Use a SOW
You’ll want to create a SOW any time your project doesn’t have formal plans, or when you need to clearly explain what you want done. Examples include:
- Cosmetic or non-structural remodels
- Replacing finishes or fixtures
- Preparing for contractor walkthroughs or estimates
- Submitting permit applications for minor work
- Describing the project to your bank or lender
- Early-phase concept development before design drawings are ready
What Should Be Included in a Scope of Work
You don’t need to write it like a contractor—you just need to be clear. A complete SOW should cover:
1. Project Overview
- A short summary of the project (e.g., “Remodeling two bathrooms and updating kitchen finishes”)
2. Room-by-Room or Area Breakdown
List what’s happening in each space. For example:
- Kitchen: Replace countertops, install new sink, repaint cabinets
- Bathroom 1: Replace tile floor, new vanity, reconfigure shower
- Exterior: Repaint trim, replace gutters
3. Demolition or Removals
- Note anything being removed – walls, cabinets, flooring, fixtures
4. New Construction or Layout Changes
- Any walls being built or moved, doors/windows added, layout changes
- Approximate dimensions or reference sketches if helpful
5. Finishes and Fixtures
- Cabinets, flooring, tile, paint, plumbing fixtures, lighting
- Include specific products or just the general type (e.g., “mid-grade quartz countertop”)
6. Plumbing, Electrical, HVAC Work (if applicable)
- Note what’s being moved, replaced, or added
- Indicate if panel upgrades, ducting, or major plumbing reroutes are expected
7. Site Work (if applicable)
- Fence installation, landscaping, driveway work, drainage improvements
8. Exclusions
- Call out anything that’s not included, especially if it might be assumed
(e.g., “Existing appliances will be reused,” or “Paint by owner”)
9. Known Constraints or Notes
- Any budget limits, timing restrictions, or special site considerations
(e.g., “Work must be completed by June,” or “Limited access through side yard only”)
Example Scope of Work Format
Here’s a simplified mini-template:
Project Name/Address:
123 Oak Street – Interior Remodel
Project Summary:
Light remodel of kitchen and both bathrooms. Minor finish upgrades throughout the rest of the home.
Kitchen:
- Remove and replace countertops with quartz
- Install new undermount sink and faucet
- Refinish existing cabinets with new hardware
- Install new 36” range and wall-mounted hood
- Paint walls and ceiling
- Electrical: Add two pendant lights above island
Bathroom 1 (Hall):
- Remove tub, replace with walk-in shower
- Replace tile flooring
- Install new vanity and sink
- Plumbing to stay in same location
Bathroom 2 (Primary):
- Replace flooring, paint walls
- New lighting fixtures and mirrors
Exclusions:
- Appliances provided by owner
- No structural changes or wall modifications
Who Uses the Scope of Work
A good SOW is useful to multiple parties:
- Contractors – For bidding, planning, and building
- Designers – As a starting point for drawings or material selection
- Building departments – For over-the-counter permits or small projects
- Lenders – To understand what’s being financed
- Owners – To stay aligned with their team and reduce confusion
Common Mistakes to Avoid
- Not writing anything down, relying on memory or verbal conversations
- Being vague (“Update kitchen”) without clarifying what that means
- Forgetting to include exclusions
- Leaving out quantities, finishes, or materials
- Copy-pasting from an old project without reviewing the details
Why a Strong SOW Matters
A well-defined scope of work benefits both the project owner and the contractor. It sets clear expectations, reduces disputes, and helps contractors provide accurate pricing and timelines. The more detailed and specific the SOW, the smoother the project will run from bidding through completion.
What’s Next: Initial Design Checklist
Whether your project is moving forward with a formal set of plans or just a detailed Scope of Work, the next step is to organize the key information your team will need to begin early design decisions.
At this stage, you’ve likely gathered several important pieces, or at least understand what you may need: surveys, soil testing, site observations, and a clearer picture of your goals. Now it’s time to bring those elements together alongside zoning, land use restrictions, HOA guidelines, and utility considerations.
Continue to Initial Design Checklist to review what to have ready, what to confirm with your team, and how to ensure you’re prepared to begin the design process with clarity and confidence.