Start with fit
A useful contractor shortlist identifies businesses worth a more detailed conversation. Compare their actual trade scope, service area, relevant experience and availability before asking for a full proposal. Keep unconfirmed information visibly unconfirmed.
A shortlist is not a qualification certificate or a promise of performance. It helps a project team decide what to investigate next.
Five questions for the first call
- Is this your kind of work? Describe the package and ask which parts the business typically delivers itself.
- Can you serve this location? Discuss travel, access and any site conditions that change the fit.
- What similar scope have you delivered? Ask for relevant examples the business has permission to share.
- Does the schedule work? Distinguish an initial availability estimate from a reserved start date.
- Who handles the next step? Identify the estimating contact and the person able to discuss delivery.
Record the answer, its source and the date. If a company says it can start next month, revisit that assumption before relying on it.
Separate evidence from impressions
A polished website or a quick reply can make a conversation easier; neither proves the business is right for the package. Ask for examples close to your project’s scope and constraints. A large new-build project and work in an occupied small office present different coordination questions.
Identify project-specific qualification checks with the responsible project team. Verify relevant credentials with the issuing authority or appropriate provider when required. Requirements vary by work and location; this checklist is not a substitute for that review.
Use one comparison sheet
| Item | What to record |
|---|---|
| Scope fit | Work included, gaps and proposed subcontracting |
| Location | Service area and travel conditions |
| Capacity | Availability window and date confirmed |
| Experience | Relevant examples and permission to contact references |
| Open checks | Evidence still needed, responsible person and follow-up date |
Use “not yet confirmed” instead of assigning a reassuring score to missing evidence. Do not circulate private contact or qualification documents more widely than necessary.
Move from shortlist to a shared brief
Send suitable businesses the same scope of work, with the same response deadline and clarification process. Explain whether you are exploring availability, requesting a budget estimate or inviting a firm quotation.
Before choosing a proposal, use the quote comparison guide to surface exclusions and assumptions. A useful introduction opens this process; it does not finish it.