Planning a home renovation or building project? A well-prepared project brief is the backbone of any successful building project. It ensures you and your builder are on the same page right from the start.
In this guide, we’ll walk you through exactly what to include in a project brief before hiring a builder, so your project runs smoothly from day one.
What is a Project Brief?
A project brief is a written document that outlines the scope, goals, budget, timeline, and expectations for your building or renovation project.
It acts as a roadmap that guides everyone involved — from builders and contractors to architects and project managers.
It doesn’t need to be complicated or full of jargon. In fact, the clearer and more straightforward it is, the better.
Think of it as the foundation your project will be built on.
What to Include In a Project Brief Before Hiring a Builder?
To make sure your project runs smoothly from start to finish, it’s important to include all the right details in your project brief.
Let’s look into the essential things you should include in your project brief:
1. Project Overview: What Are You Building or Renovating?
Start by explaining what the project is all about. This section should include:
- The type of project (e.g. home extension, kitchen renovation, new bathroom, loft conversion)
- The purpose of the work (e.g., more space for the kids, better energy efficiency, modernising an old home)
- The overall vision or end goal
Example:
“We’re planning to extend the back of our home to create a larger kitchen and dining area. Our goal is to have a more open-plan layout that works for family life and entertaining guests.”
The more context you give, the easier it is for your builder to understand your priorities.
2. Budget: What Are You Willing to Spend?
Being upfront about your budget is crucial. It helps your builder plan appropriately and recommend materials or solutions that work within your price range.
Be honest — even if you’re unsure of exact figures, give a ballpark estimate and explain what’s included (furniture, fittings, contingency, etc.).
Also, mention how you’ll handle payments:
- Staged payments tied to milestones?
- Deposit upfront with balance on completion?
- Are you open to discussing terms?
A clear approach to budgeting avoids awkward conversations down the line.
3. Timeline and Deadlines
When do you want the project to start — and more importantly, when do you want it to be finished?
Include:
- Ideal start and end dates
- Any hard deadlines (e.g. baby due, family moving in, holidays)
- Key milestones (e.g. groundwork complete by X, roof on by Y)
- Whether there’s flexibility in the schedule
Example:
“We’d like to start construction by early July and finish by mid-October, as we’re hosting a family event in November. We’d prefer a fixed timeline if possible.”
Remember, a realistic timeline helps with planning — and reduces the risk of frustration if things shift.
4. Scope of Work: What’s Included and What’s Not?
This is one of the most important parts of your project brief.
Be specific about what work the builder is responsible for. Break it down into clear tasks and areas, such as:
- Demolition
- Foundation and structure
- Plumbing and electrics
- Insulation and plastering
- Flooring, tiling, and finishes
- Painting and decorating
If you’re handling some elements separately (e.g. you’ve hired your own kitchen installer), make that clear. You should also flag what’s not included, so there are no misunderstandings.
5. Style and Design Preferences
Whether you’ve got architectural drawings or just a folder of ideas, this section is all about the look and feel of your project.
Include:
- Architectural plans (if available)
- Mood boards or visual inspiration
- Preferred materials or finishes (e.g. timber floors, marble countertops, brass fittings)
- Style or theme (e.g. Scandinavian, rustic, minimalist)
If you’re unsure about design elements, let the builder know — they may be able to recommend solutions or bring in a designer to help.
6. Communication and Contact
Smooth communication can make or break a building project.
Decide:
- How often do you want updates (daily, weekly, at key milestones?)
- Your preferred communication method (email, WhatsApp, face-to-face?)
- Who is the main point of contact on your side (you, an architect, a project manager?)
Set expectations early so everyone knows how to stay in touch and resolve issues quickly.
7. Health and Safety Considerations
If there are any health and safety concerns, highlight them in your brief.
This might include:
- Asbestos or lead paint in older homes
- Limited site access or shared driveways
- Children or pets in the home
- Covid protocols or extra precautions
Safety is the builder’s responsibility, but flagging potential hazards in advance helps avoid surprises.
8. Legal Requirements and Permissions
Have you already secured planning permission, or is that something still in progress?
Make sure your builder knows:
- If planning permission has been granted
- If building regulations approval is needed
- If there are any party wall agreements or other legal restrictions
This helps your builder plan responsibly and avoids last-minute legal hiccups.
9. Risk Management and Contingencies
Let’s face it — not everything goes to plan in a building project. Weather delays, delivery issues, or unforeseen structural problems can pop up.
That’s why it’s smart to:
- Include a small contingency budget (usually 10–15%)
- Ask your builder how they manage delays or supplier issues
- Discuss what happens if things go over time or budget
It’s better to talk about potential risks early — not in the middle of a crisis.
10. Define Success: What Does a Good Outcome Look Like?
Finally, define what “success” looks like to you. This might be:
- Completing the project on time and within budget
- Achieving a high standard of finish
- Improving your home’s value or energy efficiency
- Simply making your home more enjoyable and liveable
This gives your builder a clear sense of what matters most to you — and keeps everyone working toward the same goal.
Why Does Your Project Brief Matters?
When hiring a builder, it’s tempting to jump straight into action — but skipping the brief is one of the most common mistakes homeowners make.
Here’s what a strong project brief does for you:
- Sets clear expectations
- Helps your builder give an accurate quote
- Reduces the chance of delays and budget overruns
- Ensures you get the result you actually want
- Keeps communication smooth from start to finish
Conclusion
Knowing what to include in a project brief before hiring a builder gives you clarity, confidence, and control over your home project. Don’t rush this step — it’s your opportunity to lay the groundwork for a smooth, stress-free experience.
So grab a notebook (or a Google Doc), take your time, and think through the details. Your future self — and your builder — will thank you!
