Renovation quotes: how to describe your project so you can compare

Why a precise description changes everything

Quebec's consumer protection office, the Office de la protection du consommateur (OPC), advises defining your project clearly, ideally in writing, then giving that plan to three different contractors to get a quote from each. The plan also helps you stay on budget, the OPC notes. Without a shared description, each contractor imagines their own version: a bit more finishing here, a cheaper material there, cleanup included by one and not by another.

According to the OPC, a quote is a written estimate of costs and materials. It usually takes the form of a fixed price for the whole project or an hourly rate for a planned number of hours. A clear description lets the contractor price accurately, and lets you know which kind of price you are being given.

The eight elements of a good description

A project sheet template to copy

Copy this template into an email or a document, fill it in once, then send exactly the same sheet to each contractor.

End with one simple sentence: "Please include your RBQ licence number, your subclasses and proof of your civil liability insurance." It will save you from chasing that information.

Photos, measurements and the visit: avoiding misunderstandings

A photo has no scale and a plan is not always up to date. The contractor's visit remains the surest way to confirm the scope. After the visit, ask them to carry your sheet into their quote, item by item, and to flag any difference: work added, material substituted, item excluded. That way, every quote answers the same question.

• Clear access to the areas involved before the visit.
• Keep your plans, invoices for materials you have already bought and your email exchanges at hand.
• Write down your questions so you don't improvise during the visit.
• Ask for a written quote: a verbal promise can't be compared.

Budget and schedule: how much to share?

Giving a budget range does not commit you to spending all of it. It helps the contractor propose suitable options. If you would rather not share it, ask for a base price for the project as described, with options priced separately.

On scheduling, contractors have their own calendars: ask for the possible start date and the expected duration, then have both written into the contract. The English version of the OPC's page suggests a deadline clause stating that the work will be finished by a specific date, failing which the contractor refunds the deposit. Confirm this with the contractor when drafting the contract.

After sending: what each quote should contain

According to the OPC, a quote should include the following. If anything is missing, ask for it in writing:

• a description of the work and the materials used;
• the total cost, with an itemized breakdown;
• the payment terms;
• the planned start and end dates of the work;
• the contractor's RBQ licence number, which the RBQ also recommends writing into the contract.

Once all three quotes are in, move on to the next step with comparing renovation quotes. For the checks to do on the contractor themselves, see Finding a renovation contractor in Quebec.

Where SubmitX Network fits in

The SubmitX Network "individual" profile follows the same logic. It asks for the type of project (interior or exterior renovation, addition, new construction, emergency repair, landscaping or other project) and when you would like to start, from as soon as possible to "just looking for information". An individual searches: they are not listed in the directory.

The network is closed for now, with a region-by-region waitlist. You can prepare your profile and sign up for free; a single email will let you know when your region opens. No SubmitX software account is required. To understand how the network works, read What is SubmitX Network?.