Define what each workstation includes

Start with an inventory showing quantities, manufacturer, model and product links or instructions. Distinguish fixed desks, adjustable desks, bench systems and corner units. Count chairs, pedestals and storage separately, even when they were purchased as a package.

For example, “six workstations” might mean six desk frames and tops, or six desks with chairs, screens, drawer units and monitor arms. These are different scopes. Use one row per product or clearly defined group, and identify anything delivered partly assembled.

Add the intended room and final position for each item. Include a simple layout with dimensions and any shared screens or linked bench components. Ask whether positioning and the agreed furniture checks are included, rather than assuming “assembly” covers every step to an operational office.

Use the same scope checklist for every quote

Mark each line as included, excluded or awaiting clarification. An unanswered line is an uncertainty, not a zero-cost item. Keep optional additions separate so a complete offer can be compared with another complete offer.

Swipe horizontally to read all columns.

Make accessory and related tasks explicit

Desktronic publishes separate guides for desks and accessories such as monitor arms, drawers and cable trays. This illustrates why the main desk model alone may not describe all the assembly work. Supply the actual instructions for your products; do not use another model's guide as a substitute.

Separate furniture assembly from computer installation, network configuration and electrical alterations. If cable management is requested, describe whether this means fitting empty trays, arranging existing leads or another defined task. Confirm responsibility for each activity.

Likewise, furniture handover does not replace the employer's workstation assessment process. HSE guidance covers the whole workstation and identifies new or changed workstations as assessment triggers for relevant DSE users. Avoid treating a general “ready to use” phrase as confirmation that every related task is included.

Give the same access and site information

State where deliveries will be left, the floor level, stairs or lift arrangements, loading restrictions and the available assembly area. Explain whether the rooms are occupied and whether work must be completed in phases. These details can change the handling and attendance a provider needs to allow for.

Clarify who receives deliveries and checks that all packages are present. Ask how the proposal changes if access is unavailable or a delivery is incomplete. Do not assume a second visit is included because the original furniture list has not changed.

Agree what happens to packaging. Folding cartons and leaving them at your collection point is different from removing them from the premises. Existing furniture removal, disassembly and storage are also separate tasks unless expressly included.

Clarify the pricing basis and change process

Ask whether the amount is a fixed quotation for the listed work or an estimate based on stated assumptions. For time-based work, confirm the charging unit, how crew size affects the charge and any minimum attendance. Check whether VAT, travel, parking or other stated charges are included or additional, where applicable.

A fixed total still needs a clear scope. Ask which circumstances could change it and how approval will be obtained before additional work. For an estimate, ask what information would reduce uncertainty and how progress against the allowance will be communicated.

Confirm payment stages, quote validity, cancellation or rescheduling terms and the process for reporting an assembly issue. Keep supplied-product defects distinct from assembly workmanship, and ask how missing or damaged parts will be recorded and left pending.

Resolve differences before choosing

Suppose one offer includes desks, chairs, accessories and packaging removal, while another lists desk assembly only. The totals are not yet comparable. Ask for the omitted tasks to be priced or confirm that your team will undertake them; do not invent an allowance and present it as the provider's price.

Send the same clarified inventory to each provider and request a revised written scope. Compare the resulting total, remaining responsibilities and unresolved dependencies together. The clearest offer is the one that lets you see what will be delivered and what still needs arranging.

“Please quote against the attached inventory and layout. Identify included assembly, accessory fitting, handling, positioning, packaging arrangements and visits. State exclusions, the pricing basis and how additional work requires approval.”