Communal Works Quote Comparison Sheet

Who this is for

Up to four quotes for the same job, side by side. Break each quote down line by line, record the terms each contractor offers, then see what every flat would pay under each quote using the shares from the leases.

Directors, freeholders and residents' groups getting quotes for communal repairs or improvements who need to show every leaseholder the options and what each would cost them.

What this helps you track

• Each quote broken down by line, so like is compared with like
• The contractor, start date, warranty and reference checks for each quote
• The cost to every flat under each of the four quotes
• The lowest and highest quote and the gap between them

How to use it

1. Write the building and a short description of the works, and give each quote a letter from A to D.
2. Break each quote down line by line in the first table so items missing from one quote stand out.
3. Record the contractor's details and terms in the second table, including whether VAT is included and whether references were checked.
4. Copy each quote's final total, including any VAT, into the header, then enter each flat's share from its lease.
5. The cost per flat and the summary are worked out in the browser and the workbook; on paper, multiply each total by the share and divide by 100.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why break the quotes down line by line?

Totals can hide differences in scope: one contractor may include scaffolding or waste removal that another has left out. Lining the items up shows whether the quotes are for the same job.

Is the lowest quote the one to choose?

Not necessarily. Scope, start date, warranty, insurance and references all matter, which is why they sit on the same sheet. Record the reasons for the choice so leaseholders can see them.

Do we have to consult leaseholders before choosing?

For larger works there are often formal consultation steps, and they differ by country. Check the rules where you are and your leases; a consultation record can sit alongside this sheet.

What if a flat's share differs for these works?

Enter the share that applies to this kind of cost under the lease. Some leases split roof or lift costs differently from general costs.