Handing a quantity schedule to an estimator: assumptions, exclusions and review items

1. Takeoff assumptions

The recipient first needs to know the basis of the count.

• Drawing basis: Drawing-set name, revision number and date received. Example: ‘Example Apartment — Electrical detailed design Rev.2 (received 2026-10-20)’
• Takeoff scope: Buildings, floors and dwelling-unit types covered; inclusion of common areas and ancillary facilities
• Legend basis: Whether item names and specifications follow the legend or the BOQ
• Units: Which units are used — each, set or lump sum — and are any items measured inconsistently?

Place these four lines at the top of the handover note to answer the first question: which drawings were counted?

2. Exclusions and why they were excluded

Unlisted exclusions can be mistaken for omissions. Distinguish intentional exclusions from items that could not be counted because drawings were missing.

• Intentional exclusion: ‘Lighting fixtures, distribution boards and conduit/wiring lengths are outside this takeoff scope’
• Insufficient materials: ‘Telephone, TV and LAN outlets excluded because the communications plan was not received’
• Decision deferred: ‘Parking expansion area on hold pending finalized revised drawings’

The recipient can use this list to add separate estimate items or request further information.

3. Items requiring review

List ambiguous items separately rather than hiding them in the totals. Record each item’s identifier, location, uncertainty and provisional treatment.

The estimator can attach this table directly to a query sent to the designer. It follows the same Evidence structure described in the Review checklist.

4. Policy for allowances, units and the existing BOQ

• Allowance: Specify whether the quantity schedule is the same as the drawing quantity or has extra margin added. The recommendation is to hand over the drawing quantity as is and allow the recipient to decide on the extra amount. Detailed standards are Drawing and order quantitiesPlease refer to .
• Unit conversion: For items measured in sets or as a lump sum, record the components included in the bundle.
• Comparison with the existing BOQ: If you compared the takeoff with an unpriced BOQ, attach the differences. If you did not, state that explicitly. Comparison method For reference.

Keep the handover note short. Fit the four topics onto one A4 page and save it with the schedule’s filename so its context remains clear months later.