Electrical Takeoff Checklist: Everything You Need Before Submitting a Bid

Phase 1: Before You Start the Takeoff

The biggest errors in panelboard estimation often happen before a single line item is entered. These pre-takeoff checks ensure you're working from the right documents.

Document Receipt Checklist

• ☐ Confirm you have received all documents listed in the drawing register
• ☐ Verify all drawings are the current revision (check revision letters and dates)
• ☐ Check for addenda — have any been issued after the original tender release?
• ☐ Confirm the specification is included and corresponds to this project
• ☐ Verify the submission requirements: format, method, deadline, required attachments
• ☐ Note any pre-qualification requirements (insurance certificates, company registration) needed at submission
• ☐ Identify your scope — which boards are within your supply (confirm with RFQ if not explicit)

Scope Clarity Check

• ☐ Identify all boards in scope from the single-line diagram and drawing register
• ☐ Confirm scope boundaries — are you supplying MSB only, or full distribution including sub-boards?
• ☐ Check for any MCCs, UPS panels, or specialised equipment that may or may not be in scope
• ☐ Note any scope items that are provisional or design-and-construct

Phase 2: During the Takeoff

These checks should be built into your takeoff process for each board.

Per-Board Takeoff Checklist

• ☐ Read the complete schedule header — panel designation, supply voltage, phases, incomer rating, fault level
• ☐ Record all circuit rows — breaker type, rating, poles, phase assignment, and any notes
• ☐ Note spare circuit count and clarify whether fitted breakers are required (check spec)
• ☐ Cross-reference the board against the single-line diagram — does the incomer rating match?
• ☐ Check fault level at this board from the single-line diagram — apply correct kA ratings
• ☐ Note any non-standard circuits or annotations on the schedule that require special treatment
• ☐ Check for associated switchgear notes or supplementary schedules referenced on the drawing

Specification Review (per project, not per board)

• ☐ Applicable standard confirmed (AS/NZS 61439-1 and -2, or other)
• ☐ Form of internal separation identified for each board type
• ☐ IP rating requirement identified for each board location
• ☐ Approved manufacturers noted and checked against your supply chain
• ☐ Busbar material and sizing requirements noted
• ☐ Testing requirements identified (routine test, type test evidence, witnessed inspection)
• ☐ Documentation requirements noted (O&M manual, circuit directories, test records)
• ☐ Colour and finish requirements noted
• ☐ Any other special requirements (surge protection, power quality metering) flagged

Phase 3: BOM Review Before Pricing

Before applying pricing to your BOM, verify it's complete and accurate.

• ☐ Circuit count in BOM matches the schedule for each board
• ☐ kA ratings on protection devices match the fault level requirements
• ☐ Enclosure specification matches form of separation and IP requirements
• ☐ Busbar rating adequate for the incomer current plus diversity
• ☐ Earth busbar and neutral link included for each board
• ☐ Metering equipment included where specified
• ☐ Surge protection devices included where specified
• ☐ Internal wiring and cable management allowances included
• ☐ Circuit directory labels and warning labels included
• ☐ O&M documentation included if required by specification
• ☐ Freight and delivery to site included

Phase 4: Quote Document Review

Before sending, review your quote document for completeness and accuracy.

• ☐ Pricing is correct and totals reconcile with your estimate
• ☐ Scope statement is clear and unambiguous
• ☐ Exclusions list is comprehensive and includes all items not in scope
• ☐ Compliance statement references the specification correctly
• ☐ Any deviations from the specification are clearly documented with justification
• ☐ Delivery lead time is realistic and stated clearly
• ☐ Pricing validity period is stated
• ☐ Contact details are correct
• ☐ All required attachments are included (insurance certificates, etc.)
• ☐ RFI responses received are reflected in the estimate (if applicable)

Phase 5: Final Submission Check

• ☐ Submission is addressed to the correct person and contact details
• ☐ Subject line and project reference are correct
• ☐ Submission deadline has not passed
• ☐ Submission method is correct (email, portal, physical — as per tender requirements)
• ☐ Confirmation of receipt obtained or expected

Making the Checklist Part of Your Workflow

A checklist only works if it's used consistently — not just on high-value tenders or when time allows. The discipline of completing a checklist on every bid, even familiar project types, is what catches the errors that cost money: the one time you skipped the addendum check and missed a specification change, or the one time you forgot to include freight on a heavy switchboard going to a remote site.

Build your checklist into your estimating tool or workflow system so that completing it is a required step before finalising a bid. Tools like Electronate support structured estimation workflows that make these verification steps a natural part of the process rather than an afterthought.

Conclusion

The goal of a takeoff checklist is to convert institutional knowledge — the hard-won lessons from past bids — into a systematic process that doesn't rely on memory. Every item on this checklist represents something that has caused a problem for a panelboard or switchgear estimator at some point. Using the checklist consistently means not having to learn those lessons the hard way.