A contractor's flooring inquiry checklist

To get an accurate flooring quote quickly, send square footage by area, the subfloor in each area, the product or design intent, the schedule, building logistics such as elevator and insurance requirements, the samples you need and a budget range. With those details we can price suitable products, usually within one business day.

Most delays in a flooring quote come from missing information, not from pricing. A short, complete inquiry saves a round of questions and gets samples in front of your client sooner. Here is what to include, and why each item matters.

What should a flooring inquiry include?

• Project address, building type and which floor the work is on.
• Rooms or areas with square footage for each.
• Subfloor type in each area, and what flooring is there now.
• Product names, a written spec, or the design intent if nothing is chosen yet.
• Quantities, including the waste allowance and any attic stock the owner wants.
• Schedule: when samples are needed, when a decision will be made, and the target install date.
• Delivery and building logistics: elevator, loading, parking, working hours, insurance certificates.
• Samples needed, and where they should go.
• A budget range, even a rough one.
• Your contact details and the best way to reach you on site.

Our trade and commercial page has a sample and project quote form with fields for most of this. If your information is in drawings or a finish schedule, attach them rather than retyping.

How should square footage be broken down?

A single total is a start, but square footage by area gives a better quote. Different areas often need different products, underlayments or installation methods, and some layouts produce more waste than others. A simple schedule like the one below is enough.

The figures above are an example layout, not a real project. Measure each area or take them from drawings, and tell us whether your numbers already include waste.

Patterns change the math. Herringbone, chevron, diagonal layouts and rooms with many angles need more allowance than a straight lay in a rectangular room. Our guide on how much flooring to order explains waste allowances in more detail.

Why does the subfloor matter for the quote?

The subfloor decides which products and installation methods are possible, and what preparation is needed before anything goes down. Tell us what you know for each area.

• Concrete slab: common in New York apartment and commercial buildings. Note any known moisture issues, radiant heat, or areas that need leveling.
• Plywood or plank subfloor over wood joists: typical in brownstones, row houses and many houses in south Brooklyn. Note whether it is sound and flat.
• Existing floor staying in place: some floating products can go over certain existing hard floors if the manufacturer allows it. Tell us what is there.
• Below grade: basements and cellars limit choices, especially for wood. Our basement flooring guide explains why.

Photos help. A wide shot of each room and a close-up of the existing floor at a doorway or vent often answers more than a description.

What if the product isn't chosen yet?

That is normal. Send the design intent instead: material family, tone, plank width, finish level and any performance targets, such as water resistance, commercial wear rating or a required sound rating. A designer's mood board or a photo of a floor the client likes is useful. We can then suggest a short list from engineered wood, vinyl plank and LVT that fit the spec and the budget, and pull samples.

If a product is already specified, send the exact product name and color, not just the brand. Similar names across a manufacturer's lines can refer to different constructions.

What schedule details help?

Give us the dates that drive the job: when samples need to be in the client's hands, when the selection will be final, when the site will be ready, and the target installation window. Mention if the job is phased, if it is a unit turnover with a move-in date, or if other trades must finish first. Availability varies by product and manufacturer, so we confirm it at the time of the quote rather than assume it.

What delivery and building logistics should you mention?

In New York, the building often shapes the job as much as the floor does. Flag anything that affects delivery or installation.

• Elevator: passenger only, or a freight elevator that must be booked. Note size limits if long cartons are involved.
• Walk-up: how many flights, and whether cartons can be carried by hand.
• Loading: loading dock, curbside only, or restricted street access.
• Certificates of insurance: many co-ops, condos and commercial buildings require a COI naming specific parties before any delivery or work. Send the building's requirements early.
• Working hours and quiet hours set by the building or landlord.
• Alteration agreement or board approval still pending, which can delay the start date.

If the building has sound-control rules, include them. Our guide to co-op and condo flooring rules explains what boards typically ask for.

How do samples and budget fit in?

List the samples you need, how many of each, and who they are for. We pull samples the same day where possible, so a clear list means you leave with the right ones.

A budget range is not a commitment. It lets us show products that fit rather than ones that will be cut later. If the client has a ceiling for material only, or for material plus underlayment and accessories, say which. We do not publish prices online because they depend on product, quantity and current manufacturer pricing.

What happens after you send it?

1. We review the areas, subfloors and spec, and come back with questions only if something is missing.
2. We send a quote, usually within one business day, with suitable products and options.
3. We arrange samples for you or your client to see on site.
4. Once a product is approved, we confirm quantities, accessories and delivery details against the building's requirements.

We work with your installer, or we can connect you with a trusted installer we have worked with for more than five years. If it is easier to talk it through, call us at (718) 252-6177.