Scope of Work Template for Countertop Fabrication Shops
Quick Definition
A scope of work (SOW) template defines exactly what your fabrication shop will and won't do on a countertop project. It spells out materials, dimensions, edge profiles, cutouts, installation details, timelines, and payment terms - so both you and the customer start with the same expectations and finish without disputes.
TL;DR
- A clear SOW prevents 90% of customer disputes and protects your margins
- Include material specs, edge profiles, cutout locations, and seam placement
- Define what's included (fabrication, installation) and what's excluded (plumbing, electrical, demolition)
- Set clear payment milestones: deposit, after template, before installation, final
- Add a change order clause - scope changes after approval require written agreement and pricing adjustment
- Include timeline estimates with caveats for material availability and access delays
- Both parties sign before work begins - verbal agreements lead to verbal disputes
Why You Need a Scope of Work for Every Job
"I thought the backsplash was included." "You never told me there'd be a seam there." "The edge profile isn't what I picked."
Every fabricator has heard some version of these complaints. They almost always trace back to the same root cause: unclear expectations at the start of the project.
A scope of work eliminates ambiguity. When everything is documented - materials, dimensions, profiles, inclusions, exclusions, payment terms - the customer can't claim they expected something different, and you can't forget to deliver what you promised.
It also protects your profit. Without a signed SOW, customers add requests mid-project and expect them for free. "Can you just add a little backsplash behind the cooktop?" That "little" backsplash is 8 square feet of material and 2 hours of install time. With a change order clause in your SOW, every addition gets documented and priced before you cut.
Essential Sections for Your SOW
1. Project Information
- Customer name and contact info
- Project address (if different from billing)
- Contractor/designer name (if applicable)
- Project type: new construction, remodel, or replacement
- Date of agreement
2. Material Specifications
Be extremely specific:
| Detail | Example |
|---|---|
| Material type | Quartz |
| Brand and color | Caesarstone Calacatta Maximus 5114 |
| Thickness | 3cm |
| Finish | Polished |
| Lot/batch number | If specific slab was selected |
If the customer selected a specific slab in your yard, note the slab ID. If they chose from a sample, note that exact color matching across lots is not guaranteed - natural variation exists in stone products.
3. Fabrication Details
- Total estimated square footage
- Edge profile selected (with a reference image or sample)
- Number and location of cutouts (sink, cooktop, faucet holes, outlets)
- Backsplash specifications (height, finished edges)
- Seam locations (reference a diagram or template drawing)
- Any special fabrication requirements (waterfall edges, mitered edges, bookmatching)
4. What's Included
List every service and deliverable:
- Material cost for specified stone
- Fabrication and polishing
- Template measurement
- Delivery to jobsite
- Installation
- Basic sink cutout (specify undermount or drop-in)
- Standard edge profile (specify which is "standard")
- Silicone adhesive
- Final cleanup of countertop surfaces
5. What's Excluded
This section prevents the most arguments. Common exclusions:
- Plumbing disconnection and reconnection
- Electrical disconnection and reconnection
- Removal and disposal of existing countertops
- Sink, faucet, or fixture supply
- Cabinet modifications or leveling
- Tile backsplash installation
- Appliance disconnection or reconnection
- Permits (if required)
- Repairs to walls, cabinets, or flooring damaged during removal
6. Timeline
Provide realistic estimates:
| Milestone | Estimated Timeframe |
|---|---|
| Template after deposit received | 3-5 business days |
| Fabrication after template approval | 5-10 business days |
| Installation after fabrication | 1-3 business days |
| Total project timeline | 10-15 business days typical |
Add a disclaimer: timelines depend on material availability, customer decisions, jobsite readiness, and access. Delays caused by the customer (unfinished cabinets, changed selections) extend the timeline accordingly.
7. Payment Terms
Structure payments around milestones:
- Deposit: 50% at signing (secures material and scheduling)
- Pre-installation: 40% due before installation date
- Final: 10% due at completion and walkthrough
Specify acceptable payment methods and any late payment policies. The deposit should be non-refundable if work has begun or material has been cut.
8. Change Order Clause
This is your most important protection:
"Any changes to the scope described in this document after signing require a written change order signed by both parties. Change orders may affect project cost and timeline. Additional charges will be communicated before work proceeds on the changed scope."
Keep a simple change order form that references the original SOW and documents:
- What changed
- Cost impact
- Timeline impact
- Customer signature approving the change
9. Warranty and Liability
- Material warranty (per manufacturer's terms)
- Fabrication workmanship warranty (typical: 1-2 years)
- Installation workmanship warranty (typical: 1-2 years)
- Exclusions: damage from misuse, improper cleaning products, excessive heat, structural movement
- Liability limits
10. Signatures
Both parties sign and date. Both receive copies. No work begins without a signed SOW and deposit.
Writing Tips for an Effective SOW
Use plain language. Your customer isn't a fabricator. "Eased edge with 1/16" radius" means nothing to most homeowners. Include photos or diagrams of edge profiles, seam locations, and layout.
Be specific about quantities. "Kitchen countertops" is vague. "42 sq ft L-shaped countertop with one undermount sink cutout, 12 sq ft island with waterfall edge on left side, 16 linear ft of 4" backsplash" is clear.
Don't over-promise on timelines. Customers remember the fastest number you mention. If you say "7-14 days" they expect 7. Better to set expectations at 10-15 days and deliver at 10 than promise 7 and miss it.
Include visuals. Attach the template drawing, a photo of the selected slab, and a reference image of the chosen edge profile. Visual documentation prevents "that's not what I picked" conversations.
Common SOW Mistakes
Vague material descriptions. "Granite countertop" isn't a scope - there are hundreds of granite colors at wildly different price points. Name the specific material, color, and thickness.
Forgetting exclusions. If you don't say plumbing is excluded, some customers will assume it's included. Be explicit about what you won't do.
No change order process. Mid-project changes without documentation lead to "I didn't agree to pay extra for that" arguments. Always get changes in writing.
Missing payment milestones. "Pay when done" is risky. If the customer doesn't like the seam placement (even though it matches the template), they'll withhold payment. Milestone payments protect your cash flow.
Not getting signatures. A SOW that's emailed but never signed is just a suggestion. Make signing easy - digital signatures work fine - but make it mandatory.
simplifying the SOW Process
Writing a detailed SOW for every job takes time. Many shops spend 30-60 minutes building each proposal from scratch. Templates help, but they still require manual customization.
SlabWise's Quick Quote feature generates detailed, customer-ready proposals in about 3 minutes. Material specs, pricing, and job details populate automatically from your quoting conversation, so your SOW goes out fast and accurate. Pair that with the Customer Portal, and your customers can review, approve, and track their project without clogging up your phone lines.
Frequently Asked Questions
Is a scope of work legally binding?
When signed by both parties, a SOW functions as a contract. However, consult with a local attorney to ensure your template includes the proper legal language for your state. Many shops use the SOW as an addendum to a broader contract.
How detailed should the material description be?
As detailed as possible. Include material type, brand, color name, lot number (if specific slab), thickness, and finish. The more specific you are, the fewer disputes you'll face.
Should I include a diagram of the countertop layout?
Absolutely. Attach the template drawing showing dimensions, cutout locations, seam placement, and edge profile locations. Visual documentation is worth more than paragraphs of text.
What deposit percentage should I require?
50% is standard in the industry. Some shops require more for special-order materials. The deposit should cover your material cost at minimum, so you're not financing the customer's project.
How do I handle customers who won't sign a SOW?
Don't start work. A customer who won't sign is telling you they want flexibility to change things later without accountability. Politely explain that the SOW protects both parties and is required to schedule their project.
What if the customer wants to change materials after signing?
This is exactly what your change order clause is for. Recalculate the cost difference, document the change, get a signature, and adjust the timeline if needed.
Should I include care and maintenance instructions?
Include them as an attachment or addendum, not in the main SOW body. Providing care instructions demonstrates professionalism and reduces warranty claims from improper maintenance.
How do I handle disputes that arise despite a signed SOW?
Refer back to the document. If the SOW clearly defines what was agreed, it's your evidence. For disputes that reach a standstill, mediation is faster and cheaper than litigation. Include a dispute resolution clause in your template.
Close Every Job with Confidence
A solid scope of work protects your shop, sets clear expectations, and makes the entire project smoother for everyone involved.
SlabWise makes the proposal process faster with Quick Quote - turning 20-minute estimates into 3-minute, customer-ready documents. Start your 14-day free trial and see how much time you save on every bid.
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Sources
- American Bar Association - Small Business Contract Guidelines
- ISFA - Project Documentation Best Practices
- Natural Stone Institute - Customer Agreement Templates
- SBA - Contract and Agreement Basics for Small Business
- National Kitchen & Bath Association - Project Specification Standards
- Construction Financial Management Association - Payment Terms in Specialty Trades
Related Articles
- Change Order Template - Handle mid-project changes properly
- Contractor Pricing Sheet - Build accurate pricing into your SOW
- What to Expect During Installation - Help customers understand the process
- How Are Countertops Measured? - Template details for your SOW
- How Much Deposit for Countertops? - Payment structure guidance