Before Signing a Fit-out Contract: Seven Controls for Time and Budget

Many disputes begin before construction

Fit-out disagreements often start when expectations are not written into scope, or when a variation is performed without a confirmed price and schedule effect. A clear contract cannot remove every risk, but it makes responsibilities measurable.

1. Written and drawn scope

Attach drawings and specifications. State what is included and excluded: building works, power, data, plumbing, lighting, furniture, HVAC and tests.

2. Quantities and measurement rules

Confirm whether work is priced per square metre, linear metre or item, and whether accessories, delivery and installation are included. Reconcile quantities with drawings.

3. Approved samples

Identify materials by approved sample, product reference or performance specification. Document substitution, price impact, visual differences and warranty before proceeding.

4. Realistic programme

Record the start date, site-readiness requirements, client decisions, long-lead materials and inspection milestones—not only a target completion date.

5. Written variation approval

For each change, record the cause, description, quantity, amount before VAT, VAT and total, and any extension of time. Seek approval before execution.

6. Evidenced payment milestones

Tie instalments to verifiable progress, inspections or acceptance records. Clarify how incomplete or defective items are addressed.

7. Handover records

Provide snag lists, commissioning records, applicable warranties and maintenance information. Distinguish workmanship warranties from manufacturer warranties.

A useful contract test

Ask what happens if the flooring specification changes, or hidden services are discovered. If the agreement does not clearly answer these scenarios, improve it before signing.

Note

This guide is general project-management information, not legal advice. Obtain professional advice where applicable.