Contractor Scope of Work Template for a Fix-and-Flip Renovation

Overview

A scope of work is the written description of what will be done, where it will be done, what materials will be used, who is responsible for each task, and how completion will be judged. It is more useful than a short line such as “renovate the kitchen” because it gives the contractor and investor the same reference point.

For a fix-and-flip project, the scope should connect the property’s existing condition to the intended resale standard. Before requesting bids, document the current layout, visible defects, measurements, target finishes, known systems issues, permit questions, and the work that is specifically excluded. Then use the same scope for every bidder. Comparing proposals is difficult when each contractor is pricing a different interpretation of the project.

Keep the scope separate from the broader financial model, but make sure the two agree. Your house flipping budget template should reflect the labor, materials, allowances, contingency, holding period, and selling costs implied by the scope. If the renovation plan changes, update the budget and the expected completion date at the same time.

A practical scope document usually includes:

• Property address, project contact information, and version date.
• Existing-condition notes, measurements, photos, and drawings where useful.
• Room-by-room tasks, materials, quantities, and finish standards.
• Labor responsibilities, subcontractor responsibilities, and owner-supplied items.
• Permit, inspection, disposal, cleanup, and protection requirements.
• Start date, milestone dates, substantial completion target, and closeout requirements.
• Payment schedule, allowances, change-order procedure, and warranty documentation.

Checklist by scenario

Whole-house preparation

• Record the property address, access instructions, lockbox details, and emergency contacts.
• Photograph floors, walls, ceilings, windows, doors, cabinetry, mechanical equipment, and exterior areas before demolition.
• List known concerns such as moisture, foundation movement, outdated wiring, plumbing leaks, roof wear, HVAC performance, or suspected hazardous materials. Require appropriate professional evaluation where needed.
• Define protection for areas that remain, including flooring, stairs, landscaping, neighboring property, and stored materials.
• State who provides dumpsters, portable toilets if needed, temporary utilities, security, daily cleanup, and final cleaning.
• Identify required permits and inspections, while confirming local requirements with the appropriate authority or qualified professional.
• Set a realistic schedule with dependencies. For example, rough plumbing and electrical work generally need to be completed and inspected before walls are closed.

Room-by-room scope

Use the same headings for every room so nothing is hidden in a general allowance. For each space, include measurements, demolition, repairs, installation, finishes, fixtures, and cleanup.

• Kitchen: Identify cabinet layout, cabinet construction or source, hardware, countertops, backsplash, sink, faucet, appliances, lighting, outlets, flooring, paint, and any plumbing or electrical changes. State whether appliances are owner-supplied or included in the bid.
• Bathrooms: Specify demolition, waterproofing, shower or tub configuration, tile areas, vanity, top, mirror, lighting, ventilation, toilet, accessories, flooring, and plumbing trim. Do not treat waterproofing as an implied task; describe the required system or installation standard.
• Bedrooms and living areas: List wall and ceiling repairs, paint sheen and color, flooring or refinishing, trim, doors, hardware, lighting, switches, outlets, and closet work.
• Laundry and utility areas: Note connections, shutoffs, drain requirements, dryer venting, equipment platforms, shelving, ventilation, and access clearances.
• Exterior: Define siding or masonry repairs, roof-related work, gutters, fascia, windows, doors, porch or deck repairs, grading, drainage, fencing, landscaping, exterior lighting, and final pressure washing.

DIY versus contractor responsibilities

If you will perform part of the work, put it in writing rather than leaving it as an informal understanding. Separate owner work from contractor work by task and date. Examples may include purchasing fixtures, installing hardware, painting selected rooms, removing debris, or staging the property. Clarify who measures, orders, receives, stores, protects, and returns each owner-supplied item.

Also state what happens if owner work is late. A delayed appliance, fixture, or paint decision can affect multiple trades. Assigning a decision deadline helps prevent avoidable schedule extensions and holding costs.

Bid and change-order checklist

• Request a line-item proposal that follows the order of the scope.
• Require quantities, unit descriptions, labor, material, disposal, and tax treatment where applicable.
• Separate fixed-price work from allowances. An allowance should name the item, quantity, installation assumption, and adjustment method.
• Require written change orders before extra work begins, except for urgent work needed to protect people or the property.
• Each change order should describe the reason, added or removed work, cost impact, schedule impact, and approval date.
• Define closeout items: final cleaning, touch-ups, manuals, permits or inspection records, keys, warranties, and photographs of concealed work.

What to double-check

Before signing, walk through the property with the scope in hand. Confirm that every room appears in the document and that the written quantities match the site. A bid based on an incorrect room count, ceiling height, cabinet length, or flooring area can create conflict later even when both parties acted in good faith.

Check the finish schedule carefully. “Midrange,” “standard,” or “high-end” can mean different things to different people. Name the product category, size, color, sheen, grade, or performance requirement when the choice affects cost or appearance. For resale projects, coordinate finishes with the buyer profile and the resale strategy rather than selecting materials one room at a time.

Review the scope against your house flip budget calculator and schedule. Include demolition, surface preparation, delivery time, inspection delays, punch-list work, and cleanup. The cheapest bid is not necessarily the least expensive plan if it excludes necessary preparation or assumes an unrealistic completion date.

Finally, compare the finished scope with the property’s expected after-repair value. Your ARV calculator and comparable-sales analysis can help frame the appropriate level of renovation. A scope that adds complexity without supporting buyer appeal, functionality, or a defensible resale price deserves another review.

Common mistakes

• Using a one-page summary as the full scope: A short description may omit preparation, disposal, protection, and closeout work.
• Accepting a lump-sum bid with no exclusions: Ask what is not included, especially for permits, utility upgrades, repairs behind walls, and owner-supplied materials.
• Leaving allowances vague: An allowance without a quantity or installation assumption makes bids difficult to compare.
• Changing finishes verbally: Text messages and conversations can be misunderstood. Record approved changes in the scope or a signed change order.
• Ignoring sequencing: Cabinet delivery, inspections, flooring, painting, and fixture installation must be coordinated. A room can be technically complete yet unavailable for the next trade.
• Underestimating punch-list work: Define who corrects paint defects, damaged materials, uneven transitions, missing hardware, and incomplete cleanup before final payment.
• Failing to document concealed conditions: Photograph framing, plumbing, wiring, insulation, and waterproofing before they are covered. These records can support future maintenance and closeout discussions.

When to revisit

Revisit the scope before requesting bids, after inspections or opening walls, when a contractor submits exclusions, before approving a material substitution, and whenever the completion date moves. Seasonal planning is also a useful checkpoint: exterior work, weather-sensitive deliveries, and limited daylight can affect sequencing even when the written tasks remain unchanged.

Keep a dated version history. Mark completed items, approved changes, pending decisions, and unresolved defects during each site review. Before final payment, compare the property against the latest scope rather than the original proposal. Confirm that permits and inspection records are complete where required, owner-supplied items are installed, and the punch list is closed.

For your next project, save the finished scope as a baseline. Note which allowances were realistic, which tasks caused delays, and which details produced disputes. Updating the checklist after each renovation makes future fix-and-flip bids easier to compare and helps keep the rehab plan aligned with the budget, schedule, and resale objective.