What should a contractor accommodation quote include?

HostStack Team · Team discussion starter

HostStack Team — Team discussion starter. General information, not legal, tax or financial advice.

A useful contractor quote describes the stay being priced and the assumptions behind it. Start with arrival and departure dates, number of nights, headcount, bed configuration and whether occupants may rotate. Clarify the permitted maximum occupancy and confirm that the requested arrangement fits the property, insurance and booking conditions.

Describe practical needs precisely: parking spaces and any vehicle restrictions, working hours, Wi-Fi, laundry facilities and access arrangements. Do not promise van parking or dedicated beds without checking what is actually available. State what is included in the accommodation price and which optional services cost extra.

Set out cleaning and linen arrangements, including the frequency of mid-stay visits, access needed and responsibility for consumables. A longer booking may reduce changeovers while increasing utilities, laundry and wear. Build those assumptions into the quote instead of treating every extra night as almost cost-free.

Show the total price, payment schedule, due dates and cancellation terms clearly. Explain who is booking and paying, what confirmation you require and how changes are agreed. State any deposit or damage arrangement consistently with your payment provider, channel rules and terms. Do not add VAT unless your actual VAT status requires it.

Make extensions a separate decision: availability, price, payment and written acceptance should be confirmed, not assumed. If the stay length or arrangement raises questions about legal status, obtain appropriate advice rather than promising it cannot create a tenancy. Keep the quote version and acceptance so both sides can see what was agreed.

Which question do you now ask before quoting for a work crew? Please share the requirement, not a client's name or private contract.