Send the current drawings, specifications, schedules, addenda, project location, scope boundary, required deliverable, and bid deadline. Add civil and geotechnical information for sitework, existing-condition records for renovations, and equipment or selection schedules where relevant. Identify missing documents rather than silently treating the package as complete.
The core document checklist
Use a drawing register or a clear folder structure so the recipient can identify the current issue. Avoid mixing superseded and current drawings without explanation. Large files are easier to review when their filenames include a discipline, issue, and date.
- Architectural plans, elevations, sections, and schedules
- Structural plans, schedules, details, and design notes
- Civil, grading, drainage, and utility documents where relevant
- Mechanical, electrical, plumbing, and other system drawings
- Specifications, addenda, clarifications, and bid forms
- Selections, equipment schedules, and vendor information
Write a short scope brief
Explain what you are bidding and what you want delivered. Is the request for one trade, the whole building, an alternate, a change order, or a preliminary budget? State exclusions and owner-furnished work you already know about.
Include the desired organization: building, floor, phase, trade, cost code, or your own spreadsheet template. A sample of the required output can prevent a mismatch between a technically correct takeoff and the format your team needs.
Give the deadline with its time zone
Provide the external bid deadline and the earlier date needed for internal review. Specify the time zone rather than assuming the estimator will interpret it correctly. Explain whether addenda are still expected and who will monitor them.
The estimator should confirm delivery after reviewing the document volume and complexity. A project area alone cannot establish the time needed for measurement, pricing, quality review, and revisions.
For renovations, explain what is known
Include available as-built drawings, photographs, surveys, landlord criteria, and reports. Clearly separate verified conditions from assumptions. Existing records may be incomplete or may not match later modifications.
Identify whether a site visit or investigation is available and who performs it. Do not send sensitive or access-restricted documents until the receiving business and its handling arrangements are confirmed.
Include useful pricing inputs
If you have supplier quotations, subcontractor proposals, labor rates, or historical unit costs, include their dates and scope. State whether labor rates include burden, supervision, tools, travel, or other costs.
Keep original quotations intact. The estimate can then identify adjustments for comparison without losing the supplier's actual offer. Do not assume a past rate remains valid for the new project or delivery arrangement.
Check the package before sending
Open the files, check orientation and legibility, confirm that the intended sheets are included, and remove superseded duplicates or label them clearly. Provide a contact who can answer scope questions.
The request form helps organize these inputs into a local brief. Files selected there are not transmitted. Contact the business to confirm the appropriate receiving method before sharing project documents.
Questions, clarified.
Can I send only the architectural plans?
They may support a limited scope, but structural, civil, and MEP documents can contain work missing from the architectural set. Identify the intended trade and missing disciplines so the estimator can qualify the result.
Should old drawings be included?
Include them only when they serve a clear purpose, such as change comparison or existing records. Label them as superseded or reference-only to avoid accidental measurement from the wrong issue.
Do I need to know the exact service name?
No. Describe the decision you need to make and the output you expect. The service scope can then distinguish quantities, purchasing materials, preliminary budgets, and priced bid support.
Are files sent from the website request helper?
No. The helper keeps information in the current browser session and offers a local brief download. Selecting a file does not upload it. Confirm the receiving method directly before sending documents.
Updated September 15, 2026. Confirm time-sensitive requirements and project-specific decisions with the responsible authority or professional.