Most boards don’t struggle to get bids.
They struggle to get comparable bids.
If one vendor assumes two coats, another assumes one, and a third assumes “prep as needed,” the board ends up comparing numbers that don’t mean the same thing.
If you work in or manage Moderne communities, our baseline expectations for contractors live here: Vendor Guidelines & Community Standards.
The board’s goal: remove assumptions
A scope of work (SOW) is simply a way to remove guesswork.
A strong SOW helps the board:
- Compare bids apples-to-apples
- Reduce change orders and surprise invoices
- Set resident expectations (timelines, access, noise)
- Protect the association through cleaner documentation
If you want a workflow that keeps scope, approvals, and follow-through organized, see Maintenance Coordination.
A simple scope-of-work template boards can reuse
Use this as a starting point. It’s intentionally practical and not overly legal.
1) Project summary
- Project name (simple and descriptive)
- Property/community name
- Primary contact (authorized decision-maker)
2) Location and boundaries
Be specific:
- Building number(s), unit ranges, amenity area, or common-area location
- Map, photo, or marked plan when helpful
3) Inclusions (what is included)
Write inclusions as a checklist.
Examples:
- Surface preparation steps
- Materials to be used (brand/spec when it matters)
- Number of coats / thickness / finish standards
- Disposal and haul-off
4) Exclusions (what is not included)
Exclusions protect both sides.
Examples:
- Repairs not included (wood rot, structural repairs, electrical changes)
- After-hours work
- Owner-requested extras
5) Schedule assumptions
- Target start window
- Expected duration
- Working hours (or “confirm community hours before start”)
- Weather assumptions (if relevant)
6) Protection and housekeeping
Residential communities are not construction sites.
Set expectations for:
- Protecting landscaping and common areas
- Dust/debris control
- Daily clean-up (when applicable)
- Barricades and signage in walkways
7) Closeout requirements
This is where projects either finish cleanly—or drag on.
Define:
- Walkthrough process
- Punch list expectations
- Warranty information
- Photos or documentation required (when relevant)
8) Change orders and authorization
Change orders should not be handled casually.
A simple standard:
- If conditions change, pause and inform the authorized contact
- Provide a written change description and cost impact
- Do not proceed until authorization is confirmed in writing
This standard aligns with our vendor expectations: Vendor Guidelines & Community Standards.
Common reasons scopes fail (and how to fix them)
“As needed” language
“As needed” turns into a dispute.
Replace it with:
- A defined allowance (e.g., up to X hours)
- Unit pricing for additional work
- A clear change-order trigger
Missing cleanup expectations
If cleanup isn’t stated, it becomes subjective.
Make it explicit.
No resident impact plan
Even simple projects can create resident frustration.
If your project affects:
- Parking
- Walkways
- Noise
- Water shutoffs
…build a short communication plan into the SOW.
Vendor workflow matters as much as the scope
A perfect SOW still breaks down if updates are scattered across texts and inbox threads.
A consistent workflow helps keep:
- Scope documents easy to find
- Updates documented
- Closeout notes captured
That’s the intent behind Maintenance Coordination.
Next step: confirm scope before mobilizing
If you’re a vendor and you’re not sure who can authorize changes, ask early.
- Routing and questions: Contact
- Vendor expectations: Vendor Guidelines & Community Standards
- Maintenance workflow standard: Maintenance Coordination