Identify the property and the decision-maker.
Begin with the country, state or province, city and complete address. Name the association, corporation or owner responsible for the proposed work and the person who can approve an assessment. This helps the provider place the request in the correct jurisdiction and communicate with the right people.
- Full address and property or association name
- The board, owner or manager authorizing the next step
- A contact who can supply records and arrange access
Describe the job in observable terms.
Explain what prompted the request, where it occurs and what evidence you have. A provider can use photographs, dated issue logs and inspection reports to prepare for an informed visit. Identify any investigation you still need before deciding on repair or replacement.
- The equipment or building component involved
- Dated observations and available inspection reports
- The outcome the owner or board needs to evaluate
Make the occupied-building constraints clear.
List the residents, tenants and shared spaces that may be affected. Describe entrances, loading, parking and service access. Record any proposed interruption window and ask the provider what access and notice its approach would require.
- Access route and site contact
- Occupied spaces and essential equipment
- Communication owner and available work windows
Ask for an assessable proposal.
Request a written scope with assumptions, exclusions, deliverables and timing. Ask the provider to identify local qualification, permit and inspection responsibilities for the proposed work. Use the same brief when comparing providers, and share any clarifications consistently.
- Assessment, installation and closeout deliverables
- Approvals and dependencies to confirm
- The next decision date and the documents needed to make it