In this guide 6 sections
A fit out quote works best when grouped by zone, such as cooking line, cold room and dish wash. Every line carries its own gas, voltage, water and clearance fields. Optional items are marked. Delivery is phased by zone, with installation and commissioning dates at the foot.
Group the quote by kitchen zone
A flat list of forty items is hard to read. Nobody scrolls forty lines to find the fryer. It is harder to change. Group lines by the zone where they will stand, because the chef, the plumber and the site contractor all think in zones.
Give each zone a subtotal and a short heading. Order the zones the way the builder will finish them. When the owner cuts the bar from phase one, the whole block comes out cleanly and the other totals stay put.
- Cooking line: ranges, fryers, griddles, combi oven, hood
- Cold room and reach in refrigeration
- Dish wash: pass through machine, tables, racks
- Prep area: sinks, benches, slicer, mixer
- Bar, pass and servery
- Dry store shelving
Specification fields every line needs
The electrician and the plumber read your quote long before the kitchen exists. They need the service demands of each machine in plain fields on the line itself, not buried behind a link to a brochure.
A combi oven line should state gas type, voltage and phase, electrical load in kilowatts, water inlet size and drain size. It also needs the clearance the maker demands at the back and sides. A blank field is a site dispute.
Add exact dimensions, door swing and weight. A cold room panel that will not fit through the rear door of a building that is already finished is a dispute waiting to happen.
- Gas type, natural or LPG, and the connection size
- Voltage, phase and load
- Water inlet and drain
- Exhaust or hood requirement
- Width, depth, height and clearances
- Floor loading and door swing
Mark what is included, optional or by others
Every line should carry a status. Included means it is in the total. Optional means priced but not counted. By others means someone else supplies it, such as the extraction duct from a ventilation contractor.
Alternates need their own rows. A ten tray combi oven might be quoted against a six tray model, with the price difference shown beside it so the owner can decide in one glance.
Accessories deserve a line too. Gastronorm pans, trolleys, shelving kits and water filters get forgotten and are then argued over at handover, usually by two people who both thought the other had ordered them. Add a supplier column and a lead time per line.
Phase delivery and installation by zone
Equipment arrives when the room is ready, not before. Tie each delivery to a site milestone: floor finished, gas and power points roughed in, drains cut, walls tiled. A crated oven left standing in a half finished corridor will be scratched by a trolley, and the dealer will answer for the dent.
Cold room panels go first. They need assembly, and the refrigeration must run for a day before anyone loads food into it. The cooking line follows once the hood is up and the gas is tested. Dish wash comes late, since the machine cannot be commissioned until hot water and the floor drain are finished and inspected.
End the schedule with testing, staff training and the day the warranty starts. Name who signs the handover.
Put terms and version control on the first page
A fit out quote changes many times. Show a version number and date on every page, and keep each earlier version on file, because sooner or later the client will quote revision three back at you.
State how long the quote stays valid, the lead time for imported items and the payment milestones. List the exclusions in plain words. Builder’s work, ductwork and final connections are the usual ones. Storage if the site slips is the clause both sides forget until a pallet of stainless steel has been sitting in a rented yard for a month. Settle it early.
Take your last fit out quote and copy it into this layout. Mark every blank specification field in red. Fix those before the next quote goes out.
Fit out quote template
A cover block names the client, site, version and validity. Below it sits one table per zone. Columns hold line number, item, model, quantity, gas, voltage and phase, water and drain, and clearances, with more columns for status, delivery phase and install date. A final sheet lists exclusions and handover items.
Open a blank worksheet to printQuestions owners ask
Should the quote show unit prices or zone totals?
Show both if the client allows. Unit prices help when items are removed, and zone totals help the owner compare phases. Some dealers hide unit prices on package deals.
Who supplies the extraction hood?
It varies. Some dealers supply the hood and the fire suppression system, while others leave both to a ventilation contractor. Mark the line as included or by others so nobody assumes.
How do we handle a client who changes the menu mid quote?
Issue a new version, not an edited copy. Note which lines changed. A new fryer or a bigger griddle can change the gas load, the hood size and the clearances for every machine next to it.
What should the quote say about installation?
State who installs, who makes the final gas and electrical connections, what site readiness is expected and how commissioning is signed off. Add the date the warranty starts.