Square Footage Is Important—But It Is Only the Beginning

Contractors obviously need accurate measurements.

Siding is commonly ordered by the square, with one square representing approximately 100 square feet of siding coverage.

But PEPA's vinyl siding estimating guidance goes well beyond calculating wall area. Contractors also need to account for starter strip, fasteners, waste, gables, accessories, and other project-specific material requirements. [1]

That alone demonstrates the problem with a proposal that says only:

There is much more going into the project than 24 cartons of siding.

The Proposal Should Identify the Exact Siding

Never assume the words “vinyl siding” adequately describe the product.

The proposal should identify the appropriate:

• Manufacturer
• Product line
• Profile
• Color
• Relevant product specification

For example:

Now the homeowner knows what siding is actually being priced.

“Vinyl siding” is a category. It is not a complete product specification.

Specify the Profile

Profile affects the appearance of the finished exterior.

Do not spend 20 minutes helping the homeowner compare profiles and then leave the proposal vague.

Document whether the selected project includes:

• Traditional clapboard
• Dutch lap
• Wider horizontal exposure
• Board and batten
• Shake or scallop accents
• Another selected manufacturer profile

The homeowner should be able to look at the contract six weeks later and know which profile they purchased.

Specify the Color

Do not write:

Write the manufacturer's exact color name.

Suburban Wholesale currently stocks 29 colors of .046 Gentek Sequoia Select siding, giving contractors a broad palette to present. [2]

That variety makes precise documentation even more important.

The salesperson, homeowner, supplier, and installer should all be working from the same color selection.

State Whether the Existing Siding Is Coming Off

This can represent a major scope difference between two proposals.

The proposal should clearly say whether the contractor is:

PEPA's re-siding guidance specifically addresses existing wall condition, removal of protrusions, correcting uneven surfaces, and replacing rotten materials rather than installing vinyl siding over deteriorated wood. [3]

“Tear-off included” or “tear-off not included” should never be something the homeowner has to guess.

Explain What Happens When the Old Siding Comes Off

This is where contractors need to be precise.

You cannot guarantee what is behind siding you have not removed yet.

But your proposal can explain the process.

Your actual contract language should match your company's policies and applicable state requirements.

Do not promise that hidden damage is included if you have no idea what hidden damage exists.

Address Wall Preparation

PEPA states that vinyl siding should be applied over a smooth, flat surface and discusses sheathing, furring, water-resistive barriers, flashing, and preparation of existing walls before installation. [3]

That makes wall preparation a legitimate proposal item.

Depending on the project, document:

• Existing wall preparation
• Furring when required
• Replacement of known deteriorated materials
• Sheathing work included in the base scope
• How concealed repairs will be handled

A professional proposal does not have to predict every hidden condition.

It should explain how those conditions will be handled.

Identify the Water-Resistive Barrier

Do not simply write:

When appropriate, identify the actual system or material you intend to use and how it fits into the project scope.

PEPA's installation manual states that vinyl siding should be installed over a continuous water-resistive barrier and calls for code-compliant flashing integrated with that barrier around windows, doors, other openings, corners, and roof-to-wall intersections. [3]

The proposal does not need to teach building science.

But it should make clear whether wall preparation and water-management materials are included.

Do Not Say the Siding Itself Waterproofs the House

A more accurate proposal separates the visible cladding from the water-management details behind it.

For example:

Clear scope is stronger than exaggerated claims.

List the Corner Posts

If you spent time helping the homeowner choose the corners, put them in the proposal.

Document the:

• Corner style
• Corner color
• Decorative upgrade, if selected

PEPA identifies inside and outside corner posts as distinct siding components that provide finished edges and receive siding from adjoining walls. [4]

Do not hide meaningful selections behind:

List J-Channel, Finish Trim, and Other Important Accessories

PEPA lists a complete family of siding accessories including starter strip, J-channel, utility trim, corner posts, F-channel, and other finishing components. [4]

You do not necessarily need to itemize every individual stick of J-channel.

But the proposal should communicate that the appropriate compatible accessory package is part of the project.

For example:

That tells the homeowner considerably more than:

“24 squares siding.”

Document Mounting Blocks and Penetrations

During your exterior inspection you should have counted items such as:

• Exterior lights
• Electrical outlets
• Water faucets
• Dryer vents
• Exhaust vents
• Other exterior penetrations

Now explain how those areas will be handled.

If the project includes new mounting blocks or vents, document them.

Do not wait until installation day to discover that the house has 14 penetrations nobody priced.

Specify the Window and Door Trim

Windows and doors represent some of the most visible transitions on a sided home.

Your proposal should describe the planned treatment.

Depending on the project, that could include:

• J-channel
• Existing trim remaining
• Aluminum wrapping
• Decorative lineals
• Wider trim
• Contrasting trim
• Other manufacturer-compatible trim systems

If the homeowner paid extra for upgraded window trim, it should not disappear into the word “accessories.”

Include Soffit and Fascia When They Are Part of the Project

A complete exterior proposal may include much more than the wall cladding.

If soffit or fascia work is included, identify:

• Material
• Color
• Approximate scope
• Existing material removal when applicable
• Fascia wrapping or replacement scope
• Ventilated soffit approach when applicable

Again, the purpose is not to make the proposal impossibly long.

The purpose is to eliminate ambiguity.

Address Gutters When the Siding Work Affects Them

If gutters or downspouts need to be removed, reset, replaced, or otherwise disturbed during the project, put it in writing.

Clarify:

• Whether gutters remain
• Whether downspouts are temporarily removed
• Whether removal and resetting is included
• Whether new gutters are part of the project
• Whether gutter protection is affected

These are exactly the types of details that become disagreements later when neither party remembers what was verbally discussed.

Make Insulation an Identifiable Option

If you offer exterior insulation or an insulated siding system, do not bury the upgrade inside one total.

Show the homeowner:

Now they know exactly what the insulation adds to the project and exactly what removing it would save.

Separate Architectural Upgrades Too

The same principle applies to design upgrades.

Consider separating items such as:

• Board-and-batten gables
• Shake accents
• Scallops
• Composite cladding
• Composite stone
• Wider corner posts
• Decorative window trim

For example:

The homeowner can now adjust the project without guessing what each feature costs.

Include Cleanup and Disposal

The homeowner is buying a remodeling project—not simply delivered materials.

Tell them what happens to:

• Removed siding
• Old trim
• Packaging
• Jobsite debris
• Leftover project materials

If cleanup and haul-away are included, say so.

If something is specifically excluded, say that too.

Put the Manufacturer Warranty in Writing

Do not rely on:

Identify the manufacturer and provide the applicable written product warranty.

Encourage the homeowner to understand:

• Who provides the warranty
• What product is covered
• What limitations apply
• Whether transfer provisions exist
• How claims are handled

The warranty document should define the warranty—not the salesperson's memory.

Separate Product Warranty From Workmanship Warranty

These are not automatically the same thing.

If your company provides a workmanship warranty, attach or clearly reference the written terms.

State What Is Not Included

A strong proposal defines exclusions as carefully as inclusions.

Potential exclusions might include, depending on your company's actual project:

• Unforeseen concealed structural repairs
• Electrical work
• Plumbing work
• Roofing repairs
• Window replacement
• Door replacement
• Painting not specifically included
• Hazardous-material remediation
• Other work outside the described scope

Do not use a giant exclusion list to escape responsibility for the work you actually promised.

Use exclusions to define the boundary of the project clearly.

Explain How Change Orders Will Work

Suppose the old siding comes off and damaged sheathing is discovered.

What happens?

The homeowner should not learn your company's process for the first time while the wall is open.

Explain beforehand how your company handles:

• Documentation
• Photographs
• Pricing of additional work
• Customer authorization
• Changes to schedule when necessary

Good change-order procedures turn surprises into managed decisions instead of arguments.

Include Project Timing

The FTC advises consumers that written home-improvement estimates should include the work to be done, materials, completion information, and price. It also recommends clear written agreements rather than relying on verbal promises. [5]

Your proposal should therefore address your company's appropriate scheduling information, such as:

• Estimated production or lead-time expectations
• Approximate installation duration when reasonably predictable
• Conditions that can affect scheduling
• How the homeowner will receive scheduling updates

Do not promise an exact completion day six months ahead if you cannot control weather, concealed conditions, or product availability.

Be clear about what is estimated and what is guaranteed.

The FTC's Advice Actually Supports Better Contractors

The Federal Trade Commission recommends homeowners get multiple written estimates and says those estimates should describe the work, materials, completion date, and price. It also advises consumers not to automatically choose the lowest bidder and to ask questions when estimates differ significantly. [5]

That is exactly why a professional siding contractor should want a detailed proposal.

If your project legitimately includes more, the homeowner needs enough information to recognize that difference.

Do not complain that homeowners compare you on price if your proposal gives them nothing else to compare.

Make Side-by-Side Proposal Comparisons Easier

A detailed proposal allows the homeowner to compare contractors intelligently.

One proposal makes comparison easy.

The other forces the homeowner to guess.

Do Not Use Detail to Hide the Price

There is a danger at the other extreme.

A detailed proposal should not become 14 pages of fine print designed to make the actual project price impossible to find.

The homeowner should easily be able to identify:

Clarity is the goal. Complexity is not.

Build the Proposal in Layers

One of the easiest ways to keep the proposal understandable is to organize it into layers.

A Better Siding Proposal Might Look Like This

Now the homeowner can understand the project before deciding whether the price makes sense.

Review the Proposal With the Homeowner

Do not spend an hour making a great siding presentation and then slide the proposal across the table without explaining it.

Walk through the major sections.

Say:

The written proposal should confirm the sales presentation—not introduce a completely different project.

A Detailed Proposal Can Also Help Your Installation Team

The homeowner is not the only person who benefits from better documentation.

A detailed proposal and project file can help:

• The material estimator
• The supplier
• The production manager
• The installation crew
• The service department

Suburban Wholesale's contractor-support process is built around this same idea: measurements, opening types, exterior finishes, color needs, accessory packages, warranty documents, and manufacturer options all contribute to turning a project into a dependable material order. [6]

Better information at the sale creates fewer questions downstream.

Bring Photos With the Proposal

A written description becomes even more useful when paired with photos from the exterior inspection.

Consider documenting:

• Front elevation
• Side elevations
• Rear elevation
• Known problem areas
• Special trim areas
• Board-and-batten or accent locations
• Existing damage
• Utility penetrations

If the proposal says “Board and batten on front gable,” a marked photo showing exactly which gable eliminates ambiguity.

Your Supplier Needs More Than Square Footage Too

Calling your supplier and saying:

is not enough information to build a complete material package.

Suburban Wholesale asks contractors to think through measurements, product lines, exterior finishes, colors, accessory packages, profiles, installation details, warranty documentation, and jobsite requirements before materials are committed. [6]

That is exactly the information your homeowner proposal should be organizing too.

Use the Showroom to Finalize Unresolved Selections

Do not force a homeowner to finalize every design decision at the kitchen table if they are not ready.

Suburban Wholesale's Davenport showroom includes full-size siding displays, color and texture displays, coordinated trim, and siding/stone combinations that contractors and homeowners can physically compare. [7]

A showroom visit can help finalize:

• Siding color
• Profile
• Corner color
• Window trim
• Board-and-batten accents
• Stone combinations
• Premium product alternatives

Finalize the design before you finalize the material order.

The Biggest Siding Proposal Mistakes

The Proposal Should Answer 12 Questions

If the homeowner cannot answer those questions after reading your proposal, the proposal probably needs more clarity.

The Bottom Line: Sell a Project, Not a Number of Squares

Measure the square footage.

But do not stop there.

Identify the siding.

Identify the profile.

Identify the color.

Explain tear-off.

Explain wall preparation.

Identify the water-resistive barrier.

Document corners and trim.

Include the accessory package.

Address soffit, fascia, and gutters when applicable.

Separate upgrades.

Explain hidden-repair procedures.

Provide the written warranties.

Then show the price.

Square footage tells you how much siding to order.

The proposal should tell the homeowner what they are actually buying.