Schedule of Works in Construction: A Complete, Practical Guide

In construction, clarity isn’t a luxury—it’s essential. Whether you’re planning a home renovation or managing multiple developments, knowing exactly what’s expected from a contractor can make or break a project. A Schedule of Works (SoW) offers that clarity. Simple in format, but powerful in function, it’s one of the most effective ways to define scope, assign responsibility, and monitor progress.

This article walks you through what a Schedule of Works is, when and how to use it, how it compares to a Bill of Quantities (BoQ), and how to avoid common pitfalls. If you’re a contractor, designer, investor, or funder—this guide is for you.

What Is a Schedule of Works?

A Schedule of Works (SoW) is a contract document that lists the work required on a construction project. Unlike a Bill of Quantities, the SoW does not contain measurements. Instead:

• Each item is priced per task or activity, not per unit or area.
• The contractor is responsible for quantifying the work themselves.

This shifts the risk of measurement errors away from the employer and onto the contractor.
It’s considered a “without quantities” document, meaning it outlines what needs to be done, but not how much of it. It often includes:

• Builder’s work
• Fixing schedules
• Fittings such as doors, windows, sanitaryware, and more

Why Is It Important?

A well-structured SoW:

• Ensures all parties understand what work needs to be done
• Clarifies material and workmanship expectations
• Reduces the chance of disputes or pricing omissions
• Provides a consistent reference for contractors, designers, and clients
• Helps avoid the blame game when something goes wrong

Without it, there’s more room for miscommunication. And when roles or scope are unclear, projects can quickly stall or escalate in cost.

Key Features of a SoW

A good Schedule of Works includes:

• References to all specifications, drawings, and planning conditions
• A clause confirming the contractor has visited the site and is aware of the conditions
• Clear, specific descriptions of each task or deliverable
• Defined format, usually:
  • By construction element (e.g., groundwork, masonry, finishes)
  • Or room-by-room, depending on project type
• Where descriptive detail is added, it may be called a “specified schedule of work”

When Is a Schedule of Works Used?

The SoW is a flexible tool used throughout the project cycle:

Tendering
Included in tender packs to help contractors understand the scope and submit accurate, comparable bids.

Contract Formation
Once awarded, the SoW forms part of the final contract, confirming what’s included in the agreed price.

Programme Formation
Contractors use it to build their project programme or schedule, often aligning tasks with timelines.

Progress Monitoring
Tracks ongoing and completed work during site inspections or interim valuations.

Rolling Final Account
Variations can be recorded and priced against the SoW, supporting smoother final account settlements.

Who Prepares the Schedule of Works?

Typically, the SoW is prepared by the designer or architect, not the quantity surveyor. However:

• It should be reviewed by the client and the quantity surveyor before it’s issued.
• It forms part of the production information, supporting both tender and contract documentation.

Best Practices for Writing a SoW

To ensure your Schedule of Works avoids confusion and stands up to scrutiny:

• Organise by phase, trade, or room (e.g., foundations, walls, roofing)
• Cross-reference all specifications and drawings so nothing gets lost in translation
• Separate new works from alterations
• Avoid vague or duplicated descriptions
• Include detailed task descriptions, even when grouped, to reduce ambiguity
• Be more detailed for higher-value or technically complex work

When Not to Use a SoW

While a SoW works well in many situations, it’s not ideal when:

• The design is incomplete, especially at RIBA Stage 3
• A Design and Build contract is in place—instead, use a Contract Sum Analysis
• A Bill of Quantities would better support accurate pricing and scope control
• The employer is prepared to retain the risk for quantity errors

In these cases, SoW may oversimplify the scope and lead to gaps in pricing or delivery.

Developers, Funders, and Investors

For property developers and funders, a Schedule of Works has practical advantages:

• Acts as a progress tracking tool tied to funding releases
• Helps valuation agents confirm completed work phases
• Serves as proof of work for investors or lenders
• Adds clarity and value to a property in the eyes of surveyors

Just ensure it’s supported by receipts, invoices, and other documentation for a robust audit trail.

Real-World Example: What Can Go Wrong Without One?

In one real case:

• Fire doors were omitted
• Chimneys weren’t removed properly
• Emergency lighting didn’t meet safety standards

All of these issues stemmed from a vague or missing SoW. Without specific listings and cross-references, essential items slipped through the cracks, leading to disputes, delays, and costly corrections.

Risks of Not Using a SoW

• Contractors might omit tasks or use inferior materials
• Quotes become inconsistent and hard to compare
• Responsibility for unlisted items becomes unclear
• You lose the documentation trail needed to hold contractors accountable

Introducing the Bill of Quantities (BoQ)

While a SoW outlines what needs doing, a Bill of Quantities (BoQ) goes further—it measures it. It’s a detailed document, usually prepared by a Quantity Surveyor, listing each item of work with measured quantities and unit prices.

The BoQ allows:

• Accurate pricing and tender comparisons
• Transparent variation tracking
• Precise cost control throughout the project

That said, it places the risk of quantity errors on the employer, not the contractor. And yes—there’s a downside. Because contractors know they’ll be paid by measurement, some may front-load prices (i.e., overprice early works to improve cashflow). It’s a known risk in BoQ-based contracts and should be managed carefully.

SoW vs BoQ: a comparison matrix:

There’s no single right answer when choosing between a SoW and a BoQ—it’s about fit. If you want simplicity and the contractor is equipped to handle measurement, a Schedule of Works is a practical solution. If you need detail, control, and precise cost tracking, the Bill of Quantities is the way to go.

Client Considerations

• BoQ: Offers detailed breakdowns, better control over cost and transparency. Ideal for those comfortable with technical documentation.
• SoW: Simpler to use and understand. Better suited for non-technical clients or smaller jobs.

The right choice depends on:

• Project size and complexity
• The design stage
• Risk tolerance
• Desired level of cost control and clarity

How Planyard Supports Your Schedule of Works

Creating a Schedule of Works is only the beginning—keeping it aligned with your budget and actual progress is where things often go wrong. That’s where Planyard comes in.

With Planyard, you can link your SoW directly to budgets, subcontractor orders, and progress valuations. This means you get real-time visibility into what’s been done, what’s been billed, and how it affects your bottom line—without relying on spreadsheets.

Stay on top of commitments, avoid overbilling, and make informed decisions, all while keeping your SoW at the heart of your financial workflow.

Ready to take control of your Schedule of Works and project financials?

Start your free 14-day trial of Planyard today—no credit card required. Or, book a demo to see how easy it is to connect your SoW to budgets, streamline valuations, and prevent costly oversights.