Construction project brief checklist and template

Why the brief matters before you approach suppliers

Suppliers decide quickly whether an enquiry is worth their time. When a brief is vague, the capable firms you most want to hear from are often the ones who decline, because they cannot tell whether the work fits their capacity, location or specialism. The firms that do respond end up asking the same clarifying questions, and the early conversations take longer than they need to.

A clear brief does three jobs. It helps the right suppliers self-select in, it helps the wrong ones self-select out, and it gives you a consistent basis for comparing the responses you receive. That last point matters when you later shortlist suppliers: if everyone responded to the same information, their answers are much easier to compare fairly.

What a supplier-facing brief is (and what it is not)

The brief described here is an early-stage document. It sits before a formal tender package, a detailed specification or a contract. Its purpose is to start the right conversations, not to fix every requirement.

• It is a concise description of the project, the package you need help with, the constraints that matter, and what you want back from suppliers at this stage.
• It is not a full specification, a bill of quantities, a set of contract conditions or a commitment to appoint anyone.

Being explicit about which stage you are at is one of the most useful things you can do. A supplier responds very differently to “we are exploring options at concept stage” than to “we are issuing a tender next month”.

The construction project brief checklist

Work through each section below. Not every item will apply to every project; if something is unknown, say so rather than leaving it blank. “Not yet decided” is useful information for a supplier.

1. Project overview

• Project type and descriptionBuilding or asset type, whether it is new build, refurbishment, extension or fit-out, and a short plain-language description of what is being built.
• Who the client isThe type of organisation commissioning the work and your role in it (for example developer, owner, main contractor or consultant acting for a client).

2. Location and site

• LocationAt least the town or region and country. Many suppliers work within a defined area, so this is often the first thing they check.
• Site conditions and constraintsAccess, delivery and storage limits, working-hour restrictions, occupied or live environments, working at height, ground conditions or anything else that affects method or cost.

3. Package scope

• The trade or packageName the specific package you need a supplier for, such as structural steel, façade, MEP, groundworks or joinery, rather than describing the whole project.
• Inclusions and exclusionsWhat is in scope and, just as importantly, what is not. Interfaces with other packages are a common source of later disputes.
• Type of appointmentSupply only, supply and install, design and supply, or design, supply and install. This changes which firms are a fit.
• ScaleApproximate quantities, areas or number of units, if known. A rough indication is better than nothing.

4. Design status and available information

• Current design stageUse whatever stage terminology is normal in your market, and add a sentence in plain language so suppliers elsewhere can follow it.
• Documents you can shareDrawings, outline specification, surveys, site photographs or models. List what exists even if you will only share it later.
• Design input expected from the supplierSay whether you want the supplier to contribute design, buildability or value-engineering input. If so, read the guide on early supplier engagement.

If you are considering asking suppliers for design input, the early supplier engagement guide covers how to do that fairly and what to agree up front.

5. Programme

• Target window for the packageWhen you expect the supplier to start on site or deliver, even as an approximate window.
• Fixed dates and dependenciesMilestones that cannot move, and other packages this one depends on or that depend on it.
• Known long-lead itemsMaterials or components you already know will take a long time to procure. Suppliers can often flag others you have not thought of.

6. Budget position (optional)

You do not have to share a budget at the brief stage, but you should say whether you will. Some teams share a range to avoid wasted effort on solutions that are clearly unaffordable; others prefer to see unanchored indicative pricing first. Either is reasonable as long as you are clear about your approach.

7. Technical and performance requirements

• Standards and performance criteriaCodes, standards or performance targets that apply in your jurisdiction, such as fire, acoustic, thermal or structural requirements.
• Sustainability and material requirementsMaterial restrictions, embodied carbon targets, certification schemes or reuse aims.
• WarrantiesAny warranties, guarantees or aftercare you will require from the supplier.

8. Supplier requirements

• Relevant experienceThe type and complexity of comparable work you would like to see. Describe it rather than setting an arbitrary threshold.
• Accreditations and registrationsOnly those that genuinely apply in your market and to this package. Over-specifying can exclude capable smaller firms.
• InsuranceThe types of cover you will expect. Levels can be confirmed later in the process.

9. What you need back at this stage

Be specific: an expression of interest, a capability statement, an indicative price, technical comments, or a site visit. Give a response date. Asking for less at the early stage usually gets you more, and better, responses.

10. Process, confidentiality and contacts

Explain what happens after this stage, any confidentiality expectations, and who suppliers should contact with questions. If you will send the same answer to all suppliers when one asks a question, say so. It is a simple way to keep the process fair.

Copyable project brief template

The template below follows the checklist. Copy it into your own document or email, delete anything that does not apply, and write “not yet known” where you do not have an answer.

PROJECT BRIEF — SUPPLIER / SUBCONTRACTOR ENQUIRY

1. Project overview
- Project name or reference:
- Client / developer type (e.g. private developer, contractor, owner-occupier):
- Building or asset type:
- New build, refurbishment, extension or fit-out:
- One-paragraph description of the project:

2. Location and site
- Town / region and country:
- Site status (vacant, occupied, live operations, greenfield, brownfield):
- Known constraints (access, storage, working hours, neighbours, height, ground):

3. Package scope
- Trade or package you need a supplier for:
- What is included:
- What is explicitly excluded:
- Supply only / supply and install / design and supply / design, supply and install:
- Approximate quantities or scale (if known):

4. Design status
- Current design stage:
- Documents available (drawings, specification, surveys, models):
- Is the supplier expected to contribute design input? (yes / no / possibly):

5. Programme
- Target start window for this package:
- Key milestones or fixed dates:
- Known long-lead items:

6. Budget position (optional)
- Will you share a budget at this stage? (yes / no / later):
- If yes, budget or range for this package:

7. Technical and performance requirements
- Standards, codes or performance criteria that apply:
- Sustainability or material requirements:
- Warranties or guarantees you will require:

8. Supplier requirements
- Capabilities or experience you need to see:
- Accreditations, registrations or memberships relevant to your market:
- Insurance requirements:
- Preferred geographic coverage:

9. What you need back at this stage
- (e.g. expression of interest, capability statement, indicative pricing, technical input, site visit)
- Deadline for responses:

10. Process and contacts
- Next steps after this stage (e.g. tender, negotiation, framework call-off):
- Confidentiality requirements:
- Contact name, role and email:

If you would like BuilderHunt to review your brief and look for suitable suppliers, you can submit a project brief using our form, which covers the same core information.

Common gaps that slow supplier responses

• No location. Many suppliers cannot assess an enquiry at all without knowing where the work is.
• Whole-project descriptions instead of package scope. A façade specialist needs to know about the façade, not just that the building is a mixed-use scheme.
• Unclear stage. Suppliers cannot judge how much effort to put in if they do not know whether this is early exploration or a live tender.
• Missing exclusions. Without them, responses will make different assumptions and will be hard to compare.
• No response date or contact.Enquiries without a deadline tend to drift down a supplier's priority list.

Keeping the brief proportionate

The right length depends on the package. A brief for a straightforward supply-only package may fit on a single page. A brief for a specialist design-and-build package will need more context, but should still lead with the essentials so a supplier can decide quickly whether to read on.

Frequently asked questions