Commercial Painting Project: Specification & Scope Checklist

Use this comprehensive checklist before contacting contractors to ensure accurate, comparable quotes and a smooth project.

This checklist is designed for UK facility managers, property owners, and site managers. It helps you document every detail, from surface conditions to compliance requirements, ensuring you get quotes that are accurate, comparable, and free from hidden costs.

How to Use This Checklist

  1. Walk the site with this document, completing as much information as possible.

  2. Provide the completed checklist to all contractors you invite to quote. This ensures they are all pricing for the exact same scope of work.

  3. Use the "Contractor Brief" section to specify exactly what documentation you require with their quote.

Project Name: ________________________________________________________________
Facility Address: ____________________________________________________________
Facility Manager/Contact: ____________________________________________________
Date: _________________________

Project Scoping & Site Logistics

A. Basic Project Information

  • Building Type: (Office / Industrial / Retail / Healthcare / Education / Other: ________)

  • Nature of Work: Interior Repaint / Exterior Repaint / Both / Partial Areas Only

  • Total Approximate Area to be Painted: ___________ m²

  • Is the building fully occupied during works? Yes / No / Partial

  • Preferred Working Hours: Standard (8am-5pm) / Evenings / Weekends / 24-hour access

  • Required Project Completion Date: ________________

B. Access, Logistics & Safety

  • Site Induction Required for Contractor? Yes / No (If yes, factor into timeline)

  • Permit to Work System in place? Yes / No

  • Parking: Dedicated spaces available? Yes / No. Location: _______________

  • Loading Bay/Materials Access Point: Location: _______________

  • On-site Lock-up/Storage for Materials & Equipment? Yes / No

  • Dust Containment/Critical Environment Protection Required? (e.g., server rooms, active kitchens, retail floors) Yes / No. Specify: ________________

Surface Assessment & Preparation Scope

A. Surface Types Present (Tick all that apply)

  • Plasterboard / Drywall

  • Traditional Plaster

  • Concrete (Internal/External)

  • Metal (Cladding, Doors, Railings)

  • Wood (Doors, Skirting, Panelling, Cladding)

  • Previously Painted Surfaces

B. Current Condition Audit

Note specific locations for any issues found during walk-around.

  • Sound/Good Condition: Clean, sound substrate. Location: All areas / ________

  • Cracking/Hairlines: Location: ________

  • Flaking/Peeling Paint: Location: ________

  • Water Staining/Damp Patches: Location: ________ (Requires investigation & potential repair before painting)

  • Mould/Mildew Growth: Location: ________ (Remediation required before painting)

  • Graffiti: Location: ________

  • Rust (on metal surfaces): Location: ________

  • Surface Contaminants (grease, oil, dirt): Location: ________

C. Agreed Preparation Specifications

  • Furniture/Equipment Removal: To be completed by Client / Contractor

  • Floor & Asset Protection: Type (e.g., dust sheets, hardboard, polythene): _______________

  • Surface Cleaning Method: Sugar Soap Wash / Pressure Wash / Degrease / Other: ________

  • Filling & Sanding: Specify extent (e.g., "all cracks and imperfections", "spot fill only")

  • Mould Remediation: Required. Client / Contractor to undertake.

  • Priming/Sealing of Specific Surfaces: Specify: (e.g., new plaster, stained areas, metal) ________

Technical Paint Specifications & Compliance

A. Paint System Requirements

  • Finish Type: Matt / Eggshell / Satin / Gloss / Specialist (e.g., Anti-bacterial)

  • Number of Coats: Primer: ___ | Undercoat: ___ | Topcoat: ___

  • Durability/Washability: Standard / High Traffic (e.g., corridors) / Heavy Duty (e.g., kitchens)

  • Colour Schedule: *Attach separate schedule or list brand & codes (e.g., Dulux Trade 00YY 26/220)*

  • Colour Application: Full walls / Feature walls / Accents / Ceilings / Woodwork

B. UK Regulatory & Safety Compliance

  • Fire Rating: Class 0 (Spread of flame) / Class 1 / Other (BS 476) required for: ________

  • VOC Content: Low-VOC compliant (<30g/L for interiors) required? Yes / No

  • Anti-Microbial Properties: Required (e.g., healthcare, kitchens)? Yes / No

  • Anti-Graffiti Coating: Required on exterior/ vulnerable areas? Yes / No

C. Area-Specific Requirements Table

Area/RoomSpecial Requirements & NotesEntrances/LobbiesHigh durability, scuff resistance.Corridors/StairwellsWashable, high-traffic finish.Kitchens/WashroomsMoisture-resistant, mould-inhibiting paint system.Industrial/WorkshopChemical/oil resistance, specific safety colours if needed.Exterior WallsWeatherproof, UV resistant, flexible masonry paint.MetalworkAppropriate metal primer & paint specified.

Part 4: Contractor Brief & Required Documentation

Provide this section to all invited contractors as part of your Request for Quote (RFQ).

A. Mandatory Documentation for Quote Submission

  • Detailed Quote: Must be broken down by area, preparation, materials, and labour.

  • Proposed Paint Schedule: List brand, product name, product code, and relevant fire rating/VOC data sheets.

  • Project Programme: Detailed timeline from mobilization to handover.

  • Method Statement & Risk Assessment (RAMS).

  • Proof of Insurance: Copy of Public Liability (minimum £5m) and Employers Liability.

  • Relevant Certifications: Proof of CHAS, Constructionline, Safe Contractor, or PDA membership.

B. Site Rules & Cleanliness

  • Daily clean-down and debris removal is required.

  • Waste Removal: Is this included in the quote? [] Yes [] No. Skips provided by: Client / Contractor.

  • Out-of-Hours Security: Procedure for keys/alarm codes must be agreed in writing before start.

C. Client Responsibilities (To Prevent Variations)

  • Clear access to all work areas on the agreed start date.

  • Furniture/equipment will be removed or moved to the centre of rooms.

  • All necessary utilities (water, lighting, power) will be available.

  • Designated Key Contact: Name: ________________________ Tel: ________________________

Part 5: Authorisation & Next Steps

This completed checklist forms the definitive basis for the project scope. All quotes should be based on fulfilling the ticked and described requirements above.

Client Authorisation: ________________________
Position: ____________________________________
Date: ______________________

Download a Printable PDF Version

Want a clean, formatted copy of this checklist to print and use on site?
[DOWNLOAD THE CHECKLIST AS A PDF]

Our printable PDF is beautifully formatted for easy use, with extra space for your notes.

Need a Professional Quote Based on This Checklist?

Premier Commercial Painting are experts in detailed, specification-driven commercial projects across the Midlands. We welcome clear briefs like this one.

We offer:

  • Free, detailed site surveys using this checklist methodology.

  • Fully compliant operations (CHAS accredited, £10m Public Liability).

  • Transparent, fixed-price quotes based on your exact scope.

Serving: Derby, Nottingham, Birmingham, Leicester, Coventry, Stafford & across the East & West Midlands.

[CONTACT US FOR A SPECIFICATION-BASED QUOTE]

This checklist is provided by Premier Commercial Painting, Derby, as a guide to aid professional project planning. Final specifications and compliance are the responsibility of the appointed contractor. Always ensure your chosen contractor is qualified for your specific project requirements.