Start with the decision you need to make.
Write a short description of the problem, the part of the property affected and what you want the next visit to establish. A leak investigation, a condition assessment and a full replacement proposal have different starting points. Give the provider enough information to recommend a useful next step.
- Property address, strata plan number and building type
- The symptom or desired outcome, with dates and photographs
- Any assessment already completed and the questions still open
Put the records in one place.
Collect the drawings and reports you have, label them by date and explain which work has happened since they were produced. If a record is unavailable, say so. The provider can then account for investigation time in their approach.
- Recent inspection and maintenance reports
- Relevant warranties, equipment records and completed repairs
- Plans showing the affected systems, shared spaces and access points
Make access and approvals explicit.
Identify who can let the provider into each relevant space and who can approve the scope. Share the council meeting or budget deadline early. Where residents or tenants need notice, assign responsibility for communication and ask the provider what lead time is needed.
- Site contact and access arrangements
- Resident or tenant notice responsibilities
- Decision-maker, approval date and requested deliverables
Send the same brief to each provider.
Keep one version of the scope and circulate any clarifications consistently. When a site visit changes the understanding of the problem, update the brief before comparing proposals. This gives the council a clearer basis for weighing scope, cost, timing and risk.
- Use a shared list of questions
- Ask providers to identify assumptions and exclusions
- Record the next action and owner after each conversation