A quote that lists a price and a scope leaves every gap to be argued about later. Exclusions and assumptions are where a specialist contractor protects margin. They state what the price covers, what it relies on, and what happens when site reality is different.
This guide covers the areas worth writing into every flooring, resin, coating or waterproofing quote, with short sample wording for each. The samples are starting points. Adapt them to your own terms and your local law, and have a lawyer review your standard terms.
Why exclusions matter
Most disputes on specialist floor jobs come from the same few places: a slab that was damper or rougher than expected, access that was not as described, extra work done without a written instruction, and payment held back. A short, clear clause for each turns a later argument into a variation.
Three habits make the clauses work:
- Put them in the quote itself, not only on the back page or in a link.
- Use plain language. A client who understands a clause is more likely to accept it.
- Make sure the clause matches what you will actually do. If you exclude something but always end up doing it free, the clause is worth nothing.
Areas to cover, with sample wording
1. Quote validity and price changes
This quotation is valid for 30 days. Material prices depend on supplier pricing and exchange rates, and we may revise the price if the order is placed after this date.
2. Documents priced
Our price is based on the drawings, specification and bill of quantities listed in this quotation. Later revisions or addenda may change the price.
3. Substrate condition
Our price assumes a sound, clean concrete or screed substrate suitable for the specified system. Preparation beyond what is described here, including repair of defects, removal of existing coatings and contamination, is excluded and will be priced as a variation.
4. Moisture
Our price assumes the substrate moisture level is within the limit stated on the manufacturer's data sheet at the time of application. If testing shows a higher reading, we will advise options and any additional cost before work proceeds.
5. Cracks and movement joints
Static cracks will be repaired as described in the scope. Moving cracks and structural or movement joints may reflect through a bonded finish, and we do not accept responsibility for this.
6. Access, programme and standing time
Our price assumes clear access to the work area during normal working hours. Delays caused by other trades, lack of access, or services not being available may be charged as standing time or additional visits.
7. Variations
Work outside the described scope will only be carried out against a written instruction and will be priced separately.
8. Payment, retention and materials on site
A deposit is payable before materials are ordered. Progress claims are payable within the agreed period. Materials delivered to site may be included in claims. Unpaid amounts may stop work until settled.
9. Warranty limits
Any warranty applies to the installed system under normal use and is limited to the terms in writing. It does not cover damage from substrate movement, moisture or defects outside our scope, impact, chemical exposure beyond the system's rating, or lack of maintenance.
A short checklist before you send a quote
- Validity period and price-change wording included
- The documents you priced are listed
- Substrate, moisture and preparation assumptions stated
- Standard exclusions listed: clearing the area, moving equipment, power and water, making good to adjacent finishes
- Access, programme and return-visit assumptions stated
- Variations only against written instruction
- Payment terms, retention and materials on site stated
- Warranty limits clear
Frequently asked questions
What should be excluded from a flooring quote?
Typically: clearing the area, moving or disconnecting equipment, power and water on site, structural or drainage work, making good to adjacent finishes, and anything not described in the scope. List them so there is no argument later.
Do exclusions protect me legally?
They help by recording what was agreed, but their effect depends on your contract and local law. Have a lawyer review your standard terms, and make sure your quote is consistent with any contract you sign.
Should assumptions go in the quote or the tender letter?
On a tender, state them in your tender letter or qualifications as well as in the price document. If the main contract prevails over your qualifications, send questions before the deadline instead of relying on a qualification alone.
How long should a quote be valid?
Shorter validity suits fast-moving material prices. Thirty days is common. Longer periods need a price-change clause.
This guide is general information for contractors and is not legal advice. Sample wording is a starting point only.