12 Items to Include in an Office Fit-Out Tender Brief

An office fit-out tender is easier to compare when every bidder receives the same operational brief. These twelve items help convert a floor plan into a scope with visible responsibilities and assumptions.

1. Headcount and work patterns

State how many people attend together, the type of work and expected changes. Separate permanent desks from shared or visiting use.

2. Meeting and private work needs

List room capacities, expected call use and privacy requirements. Ask bidders to show how rooms support those uses rather than counting partitions alone.

3. The landlord fit-out information

Provide the current manual and submission process available for the premises. Record unresolved requirements and who will confirm them.

4. Existing-condition records

Share measured information, photographs and known constraints. Ask each bidder to identify what still needs a site assessment before fixing the price.

5. A clear removal scope

List what stays and what goes. Include disposal, protection and making good so new-work prices start from the same baseline.

6. Furniture and equipment schedules

Record dimensions, ownership and installation responsibilities. Identify existing items being reused and who moves or reconnects them.

7. Services requirements

Coordinate power, data, mechanical and other needs with the appropriate specialists. Identify design, submission and installation responsibilities for each relevant system.

8. Material specifications

State product references or measurable allowances. Include the intended usage and maintenance expectations where they affect selection.

9. Access and working restrictions

List known delivery routes, lift bookings and working windows. Ask bidders to identify programme and cost assumptions related to them.

10. An approval matrix

Name the party responsible for landlord, building and applicable authority submissions. Include required specialist appointments where the scope calls for them.

11. A programme with decision dates

Request the sequence for design, approvals, procurement, installation and testing. Show owner decisions that could affect the programme.

12. Commercial and handover terms

Compare exclusions, taxes, payment milestones, variations, documents and defects. Ask for the same level of detail from every bidder.

Turn the checklist into a brief

Share the premises type, floor plan, operating needs and target timing with shortlisted firms. Browse renovation company directory and compare the same scope across proposals. The related guides and company information below offer further reading for the next stage of planning.

Frequently asked question

Is the lowest tender always the best value?

Compare scope, assumptions, delivery responsibilities and exclusions before judging the difference in total price.

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