12 questions to ask a fitout contractor in Melbourne

Choosing a fitout contractor is about more than comparing prices. The company you appoint will influence how well the finished space works, how smoothly construction progresses and whether the project meets your budget, timeline and operational requirements.

There are many fitout companies in Melbourne, but their experience, services and approach can vary considerably. Asking detailed questions before signing a contract helps you compare contractors on equal terms and identify potential gaps before work begins.

Use the following questions to guide your initial meetings, review quotations and choose a contractor suited to your commercial fitout.

1. Have you completed fitouts similar to ours?

Relevant experience is more useful than a large portfolio alone. Ask whether the contractor has delivered spaces with a similar size, use, level of finish and technical complexity.

An office, medical clinic, restaurant and warehouse each present different design and construction considerations. Ask to see comparable work and review the contractor’s completed projects rather than relying on general statements about experience.

2. Are you registered and insured for the work?

Ask the contractor to provide current registration details and evidence of the insurance relevant to your project. Check that the registration covers the proposed work and whether any conditions or limitations apply.

In Victoria, you can use the Building and Plumbing Commission practitioner search before appointing a builder or building practitioner.

3. What exactly is included in the quoted scope?

A useful quotation should clearly explain what is included, excluded and allowed for. Depending on the project, the scope may cover site investigation, design, demolition, partitions, ceilings, flooring, joinery, electrical work, plumbing, lighting, HVAC, furniture installation and handover.

Pay particular attention to exclusions, provisional sums and items described as being supplied by the client. A lower quote may simply cover less work. Explore DBF Melbourne’s construction, demolition and fitout services when defining the work your project may require.

4. Who is responsible for the design and documentation?

Determine whether the contractor provides a complete design and construction service, works with external consultants or expects you to supply finished drawings.

Ask who will prepare architectural plans, services documentation, specifications and schedules. It should also be clear who checks that the design can be built within the nominated budget.

5. Which permits and approvals will the project require?

Requirements can depend on the existing building, proposed work, planning controls, building classification and whether the use of the premises will change.

Ask the contractor which permits or approvals may be required and who will manage them. These could involve the relevant council, a building surveyor, the landlord, centre management or an owners corporation. Confirm whether approval fees, consultant costs and inspections are included in the quote.

6. How will the fitout address building and accessibility requirements?

A commercial fitout must be considered in the context of the wider building. Fire safety, exits, accessibility, sanitary facilities, ventilation and essential services may influence what can be built.

Ask how the contractor will identify relevant requirements and coordinate input from building surveyors, engineers and specialist consultants where needed. The answer should be specific to your premises and proposed use.

7. What is a realistic budget for the complete project?

Instead of asking only for a price per square metre, discuss the complete project budget. Fitout costs are affected by the condition of the premises, services, finishes, joinery, equipment, access, approvals and documentation.

Ask whether the budget includes design, consultants, permits, demolition, trade work, furniture, technology, after-hours work, testing and a suitable contingency. Transparent allowances make it easier to compare quotations and plan your finances.

8. How will variations be priced and approved?

Changes can occur when site conditions are uncovered, documentation develops or the client requests something different. The important issue is how those changes are managed.

Ask whether variations will be documented in writing before additional work proceeds. Each variation should explain the change, cost and effect on the completion date.

9. What is the expected fitout timeline?

Request a realistic program that covers more than the construction period. Design development, consultant coordination, approvals, procurement and landlord reviews may all need to occur before work starts on site.

If you have a fixed lease commencement, opening date or relocation deadline, raise it at the beginning. The contractor can then advise whether it is achievable and which decisions must be made early.

10. Can our business remain operational during the work?

If the premises will remain occupied, ask how the contractor plans to separate construction activities from staff, customers and normal operations.

The approach may involve staged works, temporary access routes, noisy work outside business hours or relocation of particular teams. Dust, deliveries, waste removal, service interruptions and emergency access also need to be considered.

11. Who will manage the project and communicate with us?

Find out who will be your main contact during design and construction. Ask how often you will receive progress updates and who has authority to make decisions on site.

Useful communication may include regular meetings, updated programs, cost reports, progress photographs and written records of approvals. You should also understand how the contractor coordinates subcontractors, consultants and suppliers.

12. What will we receive at handover?

Handover should involve more than receiving the keys. Ask what inspections, documents and support will be provided when the fitout is complete.

Depending on the work, the handover package may include relevant certificates, operating manuals, product information, warranties, as-built drawings, maintenance requirements and a defects list. Confirm who will explain new systems or equipment to your team.

How should you compare fitout companies in Melbourne?

Compare contractors using the same project brief, drawings and requested inclusions wherever possible. Price is important, but it should be considered alongside relevant experience, clarity of scope, communication, proposed timeline and the contractor’s approach to approvals and risk.

Before deciding, check references, registration details and examples of comparable work. Record verbal clarifications in writing and ensure the final contract reflects the agreed scope.

For more practical answers about commercial projects, visit our fitout and construction FAQs.

Start with a clear conversation about your fitout

The right questions help you understand what a contractor will deliver, how the work will be managed and where project risks may arise. Discussing these matters early can lead to clearer quotations, more realistic expectations and better-informed decisions.

If you are considering a commercial or office fitout in Melbourne, contact DBF Melbourne to discuss your premises, priorities and proposed timeline.