Ever sent out a project bid only to receive wildly different quotes—or worse, have a contractor who missed the mark entirely? The secret to avoiding these headaches lies in a well-crafted scope of work (SOW)

In Part 1 of this series (which you can read here), we explored how to align projects, like a roof replacement or pool remodel, with organizational goals and stakeholder needs. Now, in Part 2, we'll turn that understanding into a clear, actionable SOW that ensures vendors deliver exactly what you need.

I'll preface this next part with the thought that like most things there is never a one size fits all solution. The size, need or complexity of your project will dictate how much focus or attention you will need to give in what is outlined below.

We will continue to use the examples of a pool remodel and a roof replacement that we started with in Part 1. As a reminder:

• Roof Replacement: A pitched roof with architectural shingles that is at the end of its useful life. On site management is seeing increasing costs for repairs and the accompanying resident frustrations with leaks. The owner is happy with the look of the site, where it sits in the market and is focused on a 5 to10-year hold (maybe longer) before they look to do other things with their asset.
• Pool Remodel: The other example we'll consider is a pool that an inspection report would say is "good" for its age but is aesthetically not aligned with the target market the Owner wants to achieve. This owner has recently purchased the property and has a shorter ownership horizon. They are looking to transact on the property in 2 years assuming they can hit the market rents they want.

Creating a Scope of Work

 At the end of Part 1 we ended with a good understanding of what we want and what needs to be done. But the scope of work will be the written description of work that your vendors will bid on and that will accompany the Purchase Order or Contract for the work. Your goal here is to be clear on the expectations of the outcome and how the work is to be performed.

Scopes of work will include

• Products and materials to be used: Things you want to specify to be used.
• Description of the work: General description of the work
• Workmanship standards: The manner, quality and overall standards to which the work is to be performed. These are the things people take for granted but need to be spelled out.
• Base safety standards: Keep the job site, workers, residents and guests safe.
• Contractor Responsibilities: What you expect of the contractor outside of the general work
• Owner Responsibilities: What the Contractor can expect of you
• Exclusions: Things not to be included.

Your project may be of a size or nature to require a set of drawn up plans. These could come from an architect or an engineer. Full sets from an architect will include language and information typical of what you would find in a scope of work. They literally draw out what is to be done and provide written descriptions of most things. But they won't, nor is it practical, to draw everything. Good plans have great details but conflicts will occur with what is drawn and how it can be constructed. Additionally standard details may just be copied and pasted and not apply to your work. Manufacturers may specify installation or details that differ as well.

And if hire an engineer (say structural) they will usually do a thorough job on what they are focused on, but won't be obliged to fully consider the surrounding concurrent needs of work. You'll have to cover that.

But often the projects on multifamily sites will not have the luxury of paying an architect or engineer so that means you get to step up. Back to our examples:

Products and materials to be used

Think of this as stating what materials and things you want the work to be made out of. If you know specifically what you want you should list it directly. If you don't know that then you should at least list the performance requirements or characteristics you are looking to achieve and have the contractor make recommendations. But be aware! In those cases your bids will start to vary from each other as contractors will not choose the same thing and you'll have to normalize them in the bid process.

Roof

• You'll need to pick the manufacture, type and even color of the roofing materials. Prior to getting formal bids you can reach out to contractors and discuss the work and give you their opinions and recommendations. As the saying goes, call two roofers and get 5 opinions. You can pick for style and color but should be mindful of performance and warranty. In your scope you can define The roofing tile you pick and allow for the bidder to provide alternatives for Owner approval.
• You'll also need to do the same for underlayment, flashings, roof jacks, etc. Don't expect to be an expert but try to understand what you're aiming for. You might be looking for a 30 year roof shingle. Shouldn't you expect the same lifetime for the other components if feasible?

Pool

• Lots of aesthetic choices with the pool to drive specifications. Pool tiles, deck surface, and interior pool finish are big ones. The type of tiles you pick will have an impact on cost. Taking a visit to a pool company showroom will give you an idea for all three.
• Pool deck performance is one that can be overlooked on a remodel. Aim for surfaces that are cool in the summer sun, and are slip resistive when wet. Also keep in mind the long term care (cleaning and upkeep)

Description of work

Here is where you want to provide a good base summary of what you are intending to be done. You shouldn't be trying describe how to construct or build it (that's on the contractor) We'll add some links to attachments which show more detail but in general state what you are desiring to be done

Roof

• Objective is to replace the existing roof system with a new roof system with a useful life of 30 years.
• Remove and properly dispose of all existing roof material including underlayment, fasteners, flashing boots and related items
• Identify areas of damaged or rotten wood or supporting material. Scope assumes an allowance of "x" square feet of decking and "y" lineal feet of fascia and soffit replacement. If none is found during removal the allowance amount will be deducted from contract price. If an amount is found in excess of that, the contractor is to provide the owner with photo evidence and gain approval to proceed from the owner at a rate provided in the contractor's bid.
• Install new roof and related components.

Pool

While the pool remodel might include things like landscaping, furnishings we'll focus on the pool itself

• Remove existing plaster and waterline tile
• Update main drains to conform with new code requirements

Key Note; I should note that in my scope of work I make sure to put in language that puts the burden on the gaps in the hands of the contractor:

"It is the intent of the Owner that the Contractor provides all work required for a complete job. Work not specifically defined in the description but necessary for the completion of the job is assumed as part of the work. The Contract Agreement is lump sum per any plans, specifications and onsite inspection"

Workmanship Standards

While the description states what you want done the workmanship standards says how you want it done. This might seem self evident but the fact is you should be clear about what you are expecting. Drywall is a great example as there are 5 different grades of finishes to be had. If, for example, you have a great wallpaper picked out to go on a feature wall you better demand a level 5 finish to make it look right. For our Examples:

Roof:

• Shingles shall be installed with proper alignment, staggering, and offset (typically 6 inches) to prevent leaks and ensure aesthetic consistency.
• Underlayment Ensure proper overlap (typically 2–4 inches horizontally, 6 inches vertically) and secure fastening to make sure there are no wrinkles or tears.
• Fasteners shall be corrosion-resistant nails or staples, driven flush without over- or under-penetration, meeting manufacturer-specified quantities
• Shingles shall be installed with appropriate exposure as per manufacturer and secured to achieve wind resistance ratings.

Pool

• The existing pool surface shall be thoroughly inspected for cracks, delamination, or structural issues, with findings reported to the client
• Ensure even application using troweling techniques to achieve a smooth, uniform surface free of trowel marks, voids, or inconsistencies.
• Mix and apply materials in accordance with manufacturer guidelines, maintaining proper water-to-cement ratios and curing conditions.
• Conduct ongoing inspections during plaster application to ensure consistent thickness, texture, and finish.
• Carefully remove existing waterline tiles without damaging the underlying pool shell, using appropriate tools to minimize dust and debris.
• Clean and prepare the substrate to ensure a flat, stable surface, removing old thinset, grout, or adhesive residues.
• Ensure consistent tile alignment, spacing, and levelness, using spacers to maintain uniform grout lines (1/8 inch for pool tiles).
• Cut tiles precisely to fit around pool fittings, jets, or curves, ensuring clean edges and a professional appearance.

Contractor Responsibilities

It is also important to hit on other responsibilities of the contractor such as communication with on-site team, protection of surrounding areas, clean up, noise / work hours, parking, sanitation, refuse and safety. These are often the same project to project but you may find you have some specific elements for specific work.

Roof

Safety:

• All work shall comply with Occupational Safety and Health Administration (OSHA) and State regulations, including the use of fall protection systems (e.g., guardrails, harnesses).
• Workers shall be trained and qualified in roofing installation techniques and safety protocols.

Cleanup and Debris Removal:

• All debris, including old shingles, nails, and packaging, shall be removed from the site daily and upon project completion.
• The site shall be left clean, with no damage to landscaping or property.

Site Protection:

• Contractor is responsible to protect the Site hardscape, landscape and other structures from damage during the course of the work and shall be responsible for any damage.

Sanitation:

• Contractor is responsible for providing all workers with areas for sanitation and to coordinate with the on–site team as to the location of these areas.

Owner Responsibilities

You may have elements where the owner assumes certain responsibilities. The owner may be responsible for coordination with consultants or engineers, acquiring permits (or not) or notifications to residents. Spell these out and don't assume one way or another.

Exclusions

Depending how you are setting up the project. The scope of work that you are providing may overlap with other projects or other scopes of work. Exclusions should clearly state where there are overlaps and where the contractor would typically perform. You might be securing certain products or materials directly. If so, indicate that and show where the boundaries are.

Wrapping Up Part 2

A detailed scope of work takes effort upfront but saves time, money, and frustration later. By clearly defining materials, work, standards, and responsibilities, you set the stage for accurate bids and successful execution. In Part 3, we'll cover soliciting bids and putting the work under contract to bring your project to life.

There is a lot more that could have been covered here so what critical items would you add? What's your biggest challenge when crafting a scope of work? 

Share your thoughts in the comments, and stay tuned for Part 3!