How to Write a Bid for Construction: A Practical Contractor Playbook
Writing a solid bid is about more than price. Owners choose contractors who explain scope clearly, price transparently, and manage risk professionally. Use this step-by-step playbook with templates and checklists to produce clear, competitive, and profitable bids—consistently.
Quick Overview
- Audience: General contractors, specialty subs, project managers
- Goal: Produce a complete, client-ready bid package in hours—not days
- Deliverables: Cover letter, scope, itemized price, schedule, inclusions/exclusions, allowances, acceptance
Step 1: Confirm Requirements
- Review drawings/specs and RFIs; note gaps or conflicts
- Verify measurements, site access, staging, protection, working hours
- Identify decision points: materials, finishes, fixtures, brands
- Responsibilities: permits, engineering, inspections, waste hauling
Discovery checklist:
- Plans and dimensions verified
- Existing conditions documented (photos/notes)
- Sub quotes aligned to your scope
- Lead times assessed; risk items noted
Step 2: Structure the Scope
Organize the work into logical groups so pricing is easy to read and changes are easy to manage.
Common structure:
- Prep and Protection
- Demolition
- Framing/Carpentry
- MEP (Electrical/Plumbing/HVAC)
- Drywall and Finishes
- Flooring/Tiling
- Fixtures/Trim
- Cleanup and Closeout
Step 3: Build Quantities and Costs
- Takeoffs: SF, LF, EA, CY with waste factors
- Labor: productivity assumptions per task and crew size
- Materials: quoted costs, sales tax, delivery, returns
- Equipment: rentals, fuel, small tools
- Overhead: supervision, dumpsters, temp power/water, mobilizations
- Contingency: 2–10% based on design completeness
- Profit: set by risk/complexity and opportunity cost
Tip: Track actuals from completed jobs to refine productivity and unit costs.
Step 4: Define Boundaries (Inclusions/Exclusions/Allowances)
- Inclusions: exact deliverables, brands, models, counts
- Exclusions: anything not in scope (permits, engineering, hazardous materials, code corrections beyond defined tie-ins)
- Allowances: dollar amounts for selections clients may change (tile, fixtures)
Clear boundaries prevent scope creep and protect margins.
Step 5: Build a Realistic Schedule
- Start assumptions and prerequisites (approvals, deposits, selections)
- Phase durations with inspection milestones
- External dependencies and lead-time constraints
Step 6: Package the Bid
- Use clean, consistent formatting and your branding
- One PDF: cover letter, scope, pricing, terms, schedule
- Add photos or alternates when they clarify value
Step 7: Submit and Follow Up
- Send a concise email summary and PDF
- Offer a quick review call; provide value-engineer options
- Set a next step and a soft follow-up date
Copy/Paste Bid Template
Cover Letter
Client: [Client Name]
Project: [Project Name]
Location: [Address]
Date: [Auto-fill today’s date]
Dear [Client Name],
Thank you for the opportunity to bid your project. Based on the drawings, site conditions, and our discussions, we propose to furnish all labor, materials, equipment, and supervision necessary to complete the scope described below.
We’ve structured this proposal for clarity with itemized pricing, schedule assumptions, inclusions/exclusions, and allowances. We welcome a review call to walk through options.
Sincerely,
[Your Company]
Scope of Work (sample)
- Prep/Protection: Protect adjacent surfaces and maintain a clean jobsite.
- Demolition: Remove existing finishes per plan; dispose offsite.
- Carpentry: Frame per drawings; coordinate with MEP trades.
- Electrical: Add circuits/outlets as shown; label breakers; code-compliant.
- Plumbing: Rough and trim fixtures; test and commission.
- Finishes: Drywall patch/texture; paint disturbed areas to match.
- Cleanup: Daily cleanup; final broom clean.
Itemized Pricing (example)
- Prep and Protection: $900
- Demolition: $2,200
- Carpentry: $4,100
- Electrical: $1,600
- Plumbing: $1,350
- Finishes and Paint: $1,250
- Cleanup and Disposal: $450
Subtotal: $11,850
Sales Tax (if applicable): $—
Overhead and Profit: Included
Total Proposal Price: $11,850
Payment Terms: 40% deposit at acceptance, 40% at midpoint milestone, 20% at substantial completion. Net 7 days.
Proposal Validity: 30 days from the date above.
Inclusions
- Labor, materials, equipment, fasteners, adhesives
- Brand standards per selections list
- Daily cleanup and final clean
Exclusions
- Permit fees and third-party engineering
- Hazardous materials testing/abatement (lead/asbestos)
- Panel upgrades and unforeseen code corrections outside defined tie-ins
Allowances
- Tile: $6.00/SF (material only)
- Plumbing fixtures: $300 each (material only)
Schedule
- Estimated start: 3–5 weeks from acceptance and deposit
- Duration: Approximately 10–15 working days, subject to lead times
Acceptance
Name/Signature: ____________________ Date: __________
Avoid These Common Mistakes
- Vague scope or missing exclusions
- No allowance structure for selections
- Underestimating mobilizations or supervision time
- Ignoring procurement and inspection lead times
- Sub quotes not reconciled to your scope
Follow-Up Email Script
Subject: Proposal – [Project Name] – [Your Company]
Hi [Client Name],
Attached is our proposal for [Project Name]. It includes scope, itemized pricing, schedule assumptions, and clear inclusions/exclusions. If everything looks good, reply to confirm and we’ll send acceptance for e‑signature and lock in the schedule.
Happy to discuss alternates or value‑engineering options.
Best,
[Your Name]
[Your Company]