In projects, proper documentation is crucial for everyone. Whether you’re a:
- Proposal Manager preparing a bid or quote for a client,
- Piping Engineer delivering a 3D model to their Engineering Manager,
- Process Engineer issuing an equipment datasheet to Mechanical,
- Cost Engineer submitting cost estimates to business/sales,
It would help if you documented how you prepared your work and noted any open areas. This ensures clarity and reduces the likelihood of ambiguity.
➡️ Usually, the document is called the Basis of [Work], for example, the Basis of Proposal, Basis of Estimate for Cost Engineering, Basis of Piping Design, etc.
➡️ But sometimes, if you just write down your basis and do not segregate in the correct categories or apply incorrect categories, it may create more ambiguity than not writing at all!
So, it’s a good idea to segregate your documentation into the following four sections:
- Basis
- Assumptions
- Deviations
- Exclusions
People often don’t understand the purpose of each of the categories mentioned above.
As a result, their proposals or bids are often presented with less clarity.
Here is a very simple case study that clarifies the purpose of each category:
Case Study:
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