How to Brief a Shop Fit-Out

Why does a written brief matter?

A written brief gives every contractor the same starting information, so the quotations you receive describe the same job. Without one, each contractor fills the gaps with their own assumptions, and the differences in price and scope become hard to explain.

Keep the brief honest about what you do not know. Unknowns such as ceiling condition, existing wiring or landlord restrictions are better listed as questions than hidden, because they often affect scope and cost later.

A brief does not need to be technical. One or two pages in plain language, plus a few attachments, is usually enough to start a useful conversation. It also forces you to decide what you actually need before spending time on site visits.

The brief is a working document. Expect it to change after the site assessment, but keep a dated copy so you can see what was agreed and what moved.

What should I prepare before contacting a contractor?

Prepare six things: a floor plan, photos of the unit, how the space will be used, your target opening date, the landlord or mall fit-out rules, and your budget priorities. Even rough versions let a contractor ask better questions and give you a more useful first response.

1. Floor plan. The landlord's unit plan or a hand-drawn sketch with measurements. Mark the entrance, columns, existing power points and any fixed items.
2. Unit photos. Ceiling, floor, walls, shopfront, the existing lighting and the view from the entrance. Include anything you are unsure about.
3. Intended use. What you sell, how customers move through the space, how many staff work there, and what must be stored on site.
4. Target opening date. The date you hope to open, and whether it is fixed (for example a stock launch) or flexible.
5. Landlord or mall rules. Any fit-out guide, handover condition or contractor requirement you have been given. Check with your landlord or mall management about approvals, permitted working hours and contractor rules.
6. Budget priorities. Not just a total, but which items matter most: for example the counter, display fixtures, lighting or flooring.

How do I describe how the space will be used?

Describe the customer journey and the daily routine in plain words: where people enter, what they see first, where they pay, and where staff pack, store and work. This helps a contractor suggest layouts and joinery that fit how you trade, not just how the unit looks.

• What products you display, and how many lines you expect to carry.
• Which items need to be reachable by customers and which stay behind the counter.
• Whether stock is replenished daily or in larger batches.
• Any equipment that needs power or data, such as a card terminal, printer, screen or speakers.
• Any changes you expect in future, such as seasonal displays or a second counter.

If you are not sure, say so. A brief that states open questions is more useful than one that guesses.

Which budget priorities should I share?

Share a ranked list of what matters most, and say which items can be simplified if costs rise. A total figure alone does not tell a contractor whether to spend on custom joinery, lighting or finishes. Priorities help them propose options that suit your business.

Costs in a fit-out are usually driven by scope, materials, the amount of custom work, site access and working-hour limits, the number of trades involved and the finish level. Naming your top two or three priorities keeps those trade-offs visible.

Tip: separate "must have for opening" from "nice to add later". Phased items, such as extra display units or feature lighting, can often be planned for now and installed afterwards.

How do I compare quotations on like-for-like scope?

Put the quotations side by side and check that each one covers the same items, materials, finishes and exclusions. A lower total can simply mean something is left out. Ask each contractor to clarify any line that is vague, then compare again once the scope matches.

Use this checklist when reading each quotation:

1. Is every item from your brief listed, or marked as excluded?
2. Are materials and finishes named, or described only as "as per discussion"?
3. Does it state who handles electrical points, lighting, flooring and painting?
4. Are approvals, submissions and landlord coordination included or left to you?
5. Are site protection, cleaning and rubbish removal covered?
6. How are changes to scope handled once work has started?
7. What is the payment structure, and what is it tied to?
8. What is assumed about site access and working hours?

A simple table with one column per contractor and one row per scope item makes gaps obvious.

What should I ask at the site visit?

Use the visit to confirm the things photos cannot show. Ask what the contractor noticed about the ceiling, floor level, power supply and access route, and what they would need to verify before finalising a quotation. Take notes, and ask for anything agreed on site to be confirmed in writing afterwards.

• Which items they would check or measure again before ordering materials.
• Which works may need submissions by qualified professionals; these should be identified at the site assessment stage.
• How deliveries, lift use and noisy work would be scheduled around the building rules.
• What is likely to affect the schedule, such as lead times for custom items or other trades.

Be wary of any answer that sounds certain before the site has been seen.

What happens after the brief is agreed?

Once the brief and scope are agreed, the usual sequence is layout confirmation, material and finish selection, a written scope and quotation, landlord submissions where needed, works on site, then handover and a defects check. Each step is easier when the brief is still current.

Each project is planned to follow this same sequence, starting with your brief and a site assessment. If you would like help shaping the brief, see the design and build planning page, or send us your floor plan through the contact page and we'll discuss your scope.

See Design & Build