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Scope letter template: ask every bidder for the same scope

Send this with your bid request. It asks each bidder for a line-item breakdown, a marked-up scope checklist, every inclusion and exclusion, their qualifications, and separate prices for allowances, alternates and unit prices. Bids come back in the same shape, so leveling takes minutes instead of an afternoon.

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Free, no signup. Fill in the [bracketed] fields. General guidance, not legal advice; have your contract documents reviewed by a qualified professional.

How to use it

  1. Open the trade's page in the trade library and copy or print its scope checklist.
  2. Fill in the letter: project, documents, due date, the allowances you want everyone to carry, and the alternates and unit prices you want priced.
  3. Send the same letter and checklist to every bidder for that trade.
  4. When bids come back, enter them in the free leveling sheet and put your own cost on every gap.
  5. Ask about anything marked Excluded or left blank before you award.

Preview

[Your name]
[Your company or organization]
[Date]

To: [Bidder company name]
Attn: [Estimator name]

Subject: Request for itemized scope: [Project name], [Trade] bid

Hello [Estimator name],

Thank you for bidding the [trade] work for [project name] at [project address]. We're asking every bidder for the same information so we can compare proposals on the same scope. Please include the items below with your proposal, due [date and time].

Our bid documents are the drawings dated [date], the specifications dated [date], and addenda [numbers]. Please confirm the documents your price is based on.

1. Base bid and breakdown

  • Your base bid as a single lump sum.
  • A breakdown by major line item or area (for example, by floor, building area or system), so we can compare like for like.
  • Whether sales tax, bonds, permits and fees, and prevailing wage (if applicable) are included or excluded, each stated separately.

2. Scope checklist

  • Mark each line of the attached scope checklist as Included, Excluded, or Add $ (with the added price).
  • If a line is left blank, we will treat it as not stated and ask you to confirm it before award.
  • Tell us where your scope starts and stops at the edges (for example, at the building line, at a valve, at a panel or at a finished floor).

3. Inclusions

  • A list of what your price includes, including any items you are carrying that are not on the checklist.

4. Exclusions

  • A complete list of everything your price excludes, in one place.
  • For each exclusion, tell us who you assume will provide it (owner, another trade, or not required).

5. Qualifications and assumptions

  • Any conditions your price depends on, such as site access, working hours, phasing, schedule, existing conditions, or utility availability.
  • How long your price is valid.

6. Allowances

  • Carry the following allowances exactly as listed: [allowance item and amount], [allowance item and amount].
  • List any other allowances you included, with the amount and what each one covers.

7. Alternates

  • Price each alternate separately as an add or deduct to the base bid: [Alternate 1 description], [Alternate 2 description].
  • Voluntary alternates or substitutions are welcome, but list them separately. Do not include them in the base bid.

8. Unit prices

  • Provide unit prices for: [item and unit, e.g., rock excavation per cubic yard], [item and unit].
  • State what each unit price includes (labor, material, equipment, disposal, overhead and profit).

9. Schedule

  • Your expected duration on site, crew size, and any long-lead items with current lead times.
  • Any other trades' work you need finished before you start.

10. Questions

  • Send questions to [your name] at [your preferred contact method] by [date]. We will share answers with all bidders.

This letter is a request for information to help us compare bids. It is not a contract, a notice of award, or a commitment to award.

Thank you for your time on this. We appreciate a clear, complete proposal.

Thank you,
[Your name]
[Title]
[Company or organization]

Attachments: [Trade] scope checklist (you can print or copy one for your trade at https://bidgaps.com/trades/), drawings and specifications list, addenda.