Subcontractor scope of works template: free Word example, CIS payment schedule and what to include featured image
Templates & Resources

Subcontractor scope of works template: free Word example, CIS payment schedule and what to include

TrainAR Team 1 month ago 6 min read

Subcontractor scope of works template: free Word example, CIS payment schedule and what to include

Category: Templates & Resources • Niche: Contracts admin, CIS, subcontractors

Site office desk with a Scope of Works checklist, drawings and PPE

Contents

Who this is for

Quick answer

A subcontractor Scope of Works should be short and specific. It must list deliverables, standards, materials, programme, access rules, quality checks, payment stages and what is excluded. Include a CIS-ready payment schedule and a simple change-control note so extra works get authorised before doing them. Keep it to two to four pages. Use the template below and attach drawings and specs.

Copy-paste Scope of Works template

Copy this into Word or Google Docs and fill the brackets.

Document: Subcontractor Scope of Works
Project: [Project name and address]
Trade package: [e.g. First-fix electrics to Unit A]
Issue date: [dd/mm/yyyy]
Revision: [0]

1. Description and deliverables
- Summary: [One paragraph on what is included]
- Deliverables list:
  - [e.g. Supply and install new 18-way consumer unit]
  - [e.g. Run all first-fix cabling to drawings E-101 to E-104]
  - [e.g. Provide test certificates]

2. Drawings, specs and standards
- Drawings: [list drawing numbers and latest revisions]
- Specifications: [e.g. NBS section, supplier technical datasheets]
- Standards: [e.g. BS 7671 18th Edition, manufacturer instructions]

3. Materials and workmanship
- Materials by: [Subcontractor or Main Contractor]
- Approved brands: [list or “equivalent with approval”]
- Workmanship: to [e.g. BS, manufacturer, Building Regs] and good trade practice

4. Site conditions and constraints
- Access hours: [e.g. 07:30 to 17:00 Mon–Fri]
- Interfaces: [e.g. coordinate with dryliners week 42]
- Permits: [e.g. hot works, isolations, RAMS approved prior to start]

5. Programme and sequencing
- Start date: [dd/mm/yyyy]
- Duration: [e.g. 10 working days]
- Dependencies: [e.g. after walls are lined, before ceilings closed]

6. Quality checks and testing
- Inspections: [e.g. first fix inspection before cover-up]
- Tests: [e.g. dead tests per BS 7671]
- Records: [photo records uploaded to shared folder]

7. Handover and close-out
- O&M: [as-built drawings, certs, warranties]
- Snagging: [joint snag list, target 5-day closeout]

8. Payment schedule and CIS
- Valuation stages: [e.g. 30 percent first fix, 60 percent second fix, 10 percent test and handover]
- Evidence: [photos, signed stage checklist]
- CIS: [confirm CIS status and UTR; deductions as per HMRC]
- Retention: [e.g. 5 percent, half released at Practical Completion, half at end of defects]

9. Exclusions and assumptions
- Exclusions: [list clearly]
- Assumptions: [list any assumed conditions]

10. Approvals and change control
- Site instructions: [must be in writing by named person]
- Variations: [priced and agreed before work where practical]

Sign-off
- Issued by: [name, role, company]
- Accepted by: [name, role, company]
- Date: [dd/mm/yyyy]

How to fill it in step by step

  1. Define deliverables. List the actual outputs, not just tasks. For example “Install 10 fire doors FD30 with closers and seals” rather than “Fit fire doors.”
  2. Attach drawings and specs. Reference drawing numbers and revisions. If you change them later, reissue the scope with a new revision number.
  3. Materials and standards. State who supplies what. Quote UK standards where relevant, for example BS 7671 for electricals or manufacturer guidance.
  4. Site conditions. Note access hours, protection, working in live buildings, and required permits. If CDM applies, align with your CPP and RAMS. HSE’s CDM 2015 overview is here: HSE CDM 2015.
  5. Programme. Give simple dates and dependencies so other trades can plan.
  6. Quality and testing. Say what will be inspected and tested, and what evidence you will keep.
  7. Payment stages and CIS. Break payment into simple milestones with evidence, and confirm CIS details. HMRC guidance: Construction Industry Scheme.
  8. Exclusions and assumptions. This is your safety valve. Be clear and fair.
  9. Approvals and changes. Name who can authorise extras. Link to your variation process. See our JCT application for payment guide for notice timing context.

Example clauses you can reuse

  • Materials by Main Contractor: “MC to supply tiles, adhesive and trims to site 48 hours before tiler start. Tiler to confirm quantities one week prior.”
  • Equivalent products: “Equivalent products may be proposed where equal or better performance can be demonstrated in writing and approved before order.”
  • Protection: “Protect adjacent finishes and client areas at all times. Any damage made good at subcontractor cost.”
  • Live building: “Work to be sequenced to keep fire exits open and noise below 70 dB during trading hours.”
  • Test evidence: “Submit BS test results and photo evidence to the shared drive within 24 hours of test.”

CIS payment schedule and records

  • Confirm CIS status at onboarding and keep UTR on file. Our Subcontractor onboarding checklist covers right to work, induction and documents.
  • Keep simple stage valuations. For example, first fix 30 percent, second fix 60 percent, completion 10 percent with signed stage checklists and photos.
  • Apply retention and defect period in the scope so everyone is aligned.
  • Keep records in a shared folder with the scope, drawings, RAMS and photos. If you need a snagging structure, use our Snagging list template.

Exclusions and assumptions

Examples to consider:

  • Making good by others except for own fixings
  • Out-of-hours work excluded
  • Access equipment above [3 m] excluded unless stated
  • Power and water by Main Contractor
  • Unforeseen asbestos removal excluded. If relevant, see HSE guidance via your asbestos surveyor.

Approvals, changes and variations

  • Name the person who can authorise scope changes on site. If they change, reissue the scope with a new revision.
  • Price and agree variations before doing the work where possible. If urgent, get a written instruction then follow up with price within an agreed timeframe.
  • If you are under JCT, align with the instruction and valuation process. JCT resources: JCT Ltd.

Quality checks, tests and handover

  • Inspections before cover up are key. Agree a simple checklist. For wider context on closeout, see our Right to work checks on construction sites for ID and induction expectations.
  • Handover pack should include as-built drawings, certificates, warranties and photos of critical details.

Flowchart: writing a solid scope

Flowchart steps to create a subcontractor scope of works

Common mistakes to avoid

  • Vague wording like “do electrics” with no deliverables
  • No drawing numbers or revisions referenced
  • Not stating who supplies which materials
  • No payment stages or evidence required
  • Missing exclusions so you inherit extra work for free
  • Change approvals not named, leading to unpaid extras

Short video: preparing a Scope of Works

FAQ

What is a scope of works for a s…