Describe the starting point, not only the desired result.
State whether this is new equipment, a change to a working machine or a new supervisory layer over existing controllers. Describe what the equipment does and what the operator should be able to do differently. A short action sequence is often more useful than a long list of component brands.
List the materials already available: drawings, I/O lists, original PLC/HMI projects, device documentation and existing screen examples. Identify missing or inaccessible items explicitly. The quotation can then distinguish work based on a known engineering baseline from investigation needed to establish that baseline.
Make the hardware and interface list usable.
Provide the controller and screen models, engineering-software versions, drives, instruments and other communication devices. Include quantities and relevant supply or installation requirements when the cabinet is in scope. For integration, describe the information exchanged and who owns each interface.
Do not send passwords or full remote-access details with the first brief. A high-level device list and a description of available files are enough to begin. Detailed point addresses and source projects can be reviewed later through an agreed channel, with the appropriate permission.
Separate required functions from optional features.
Explain operating modes, start and stop steps, permissives, fault responses and parameters that operators need to change. For an existing machine, add a keep-unchanged list. For SCADA, identify the overview, equipment detail, alarms and any requested history or reporting separately.
Features such as a new three-dimensional process view, reporting, additional operator stations or remote access can change the scope materially. Mark them as required, optional or undecided rather than combining them in a single phrase such as complete automation. This makes alternatives easier to compare.
Agree what the price and schedule actually cover.
Distinguish programming, screen development, electrical drawings, cabinet assembly, field installation and commissioning. Confirm who supplies commercial licences and hardware, what test equipment is available, and who will operate the physical equipment during validation.
The resulting scope should identify deliverables, exclusions, acceptance checks and the handling of subsequent changes. Price and timing should follow the actual device count, interface complexity, available materials and onsite conditions. This guide is preparation advice, not a quotation or a promise of a fixed delivery period.
Bring your equipment into the discussion.
Use the blank checklist to describe the required behaviour, available hardware and the boundary of the work. An initial non-confidential summary is enough to start; do not include passwords or proprietary source files.
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