Why Flooring Installation Quotes Can Vary: What Ottawa Homeowners Should Compare
If you receive two flooring installation quotes for the same space and the totals are noticeably different, it can be tempting to compare the numbers alone.
But two quotes for the same room do not necessarily describe the same job.
One quotation may assume the existing floor has already been removed and the subfloor is ready for installation. Another may include removal and disposal, subfloor preparation, transitions, trim work, furniture movement or other tasks. The flooring product itself can also affect the installation requirements.
The useful question is therefore not simply, “Why is this quote higher?”
It is:
“Are these quotes based on the same scope of work?”
Understanding what can change the scope makes it easier to compare flooring quotations fairly.
What can make one flooring quote different from another?
Flooring projects involve more than the square footage of the room. The existing conditions, selected flooring, preparation required and finishing details can all affect the work involved.
The flooring being installed
Prefinished hardwood, engineered hardwood, laminate and luxury vinyl plank (LVP) are not automatically equivalent installation projects.
Even within one flooring category, requirements can vary by manufacturer and product. Depending on the flooring, installation may involve a floating, mechanically fastened or adhesive-based system, each with its own preparation and installation requirements.
The instructions for the actual product being installed matter. A rule that applies to one laminate, LVP or wood flooring product should not automatically be applied to another.
HIL currently installs prefinished hardwood, engineered hardwood, laminate and LVP flooring.
Existing-floor removal and disposal
A quote that starts with a bare, installation-ready surface is different from one that includes removing an existing floor.
Removal may include taking up the existing material, handling and disposal, cleaning the exposed surface and assessing the condition underneath.
HIL can quote existing-floor removal and disposal as additional work when required.
The condition of the subfloor may also be difficult to fully assess before the existing flooring is removed.
In older buildings, some flooring or associated materials may require assessment before they are disturbed. If material may contain asbestos, applicable Ontario requirements must be addressed before removal proceeds.
Furniture and appliance movement
Another difference between quotes can be who is responsible for preparing the room.
One quotation may assume that the space will be empty before work starts. Another may include moving furniture or appliances.
HIL may quote furniture or appliance movement as additional work when it forms part of the agreed project scope.
When comparing quotes, check who is responsible for clearing and preparing the work area rather than assuming this work is included.
Subfloor preparation can change the scope
One of the most important differences between apparently similar flooring projects can be the condition of the surface underneath the finished floor.
Flooring manufacturers commonly establish requirements for the substrate or subfloor before installation. Depending on the selected product and installation system, the surface may need to meet requirements for condition, cleanliness, dryness and flatness.
If those conditions are not met, preparation may be needed before the flooring can be installed properly.
Flat is not necessarily the same as level
The words flat and level are often used interchangeably in everyday conversation, but they are not necessarily the same thing in flooring installation.
A floor can have an overall slope while remaining relatively flat. It can also appear generally level while containing localized high or low areas.
For wood-floor installations, industry guidance distinguishes between level and flatness requirements. The selected flooring product, installation method, substrate and site conditions all help determine what requirements apply.
There is no single flatness tolerance that should automatically be applied to every flooring product.
Repair, flattening and levelling
If preparation is required, that work can become a separate part of the project.
Depending on the conditions found, HIL can provide subfloor repair, flattening or levelling work at additional cost where the required work falls within the assessed and quoted flooring scope.
If additional work is required, the scope and price are reviewed with the customer before proceeding.
What if problems are hidden under the existing floor?
A site visit can provide useful information before installation begins, but the condition underneath an existing floor cannot always be fully seen in advance.
Once the old flooring is removed, the exposed subfloor may reveal areas requiring additional preparation or repair.
HIL's process is to assess the exposed subfloor after removal. If repairs or additional preparation are required beyond the agreed scope, the additional work is quoted to the customer for approval before proceeding.
This separates the original flooring scope from conditions that could not reasonably be confirmed until the underlying surface became visible.
Product-specific requirements can affect the job
Flooring requirements can vary even between products that appear similar.
Acclimation is one example. Some flooring manufacturers specify a defined acclimation period, while others permit certain products to be installed without a separate acclimation period when specified site conditions are met.
Moisture and environmental requirements can also vary according to the flooring, substrate and manufacturer.
The same applies to items such as:
movement or expansion space;
underlayment;
approved installation methods;
substrate preparation; and
transition requirements.
For homeowners, the important point is not to memorize a universal set of flooring rules.
The installation requirements should be checked against the actual flooring product being installed.
If meeting those requirements adds preparation, materials or other work, that can affect the quotation.
Small details can add meaningful labour
Two spaces with the same square footage can still require very different amounts of installation work.
Baseboards and quarter-round
Trim work is one example.
A straightforward rectangular room is different from a space with several closets, short wall sections, numerous corners or unusual angles.
HIL quotes baseboard and quarter-round work according to linear footage and installation complexity, including factors such as corners, angles and closets.
Square footage alone therefore does not describe all of the finishing work involved.
Doorways and jambs
Doorways can also require additional fitting and preparation.
Depending on the flooring system, door jambs or casings may need to be prepared so the finished floor can be fitted correctly while maintaining the product's installation requirements.
Whether this work is included should be clear in the quotation.
Closets and irregular rooms
Closets, alcoves, angled walls and other irregular spaces can require more cutting and fitting than an open rectangular room.
The total floor area may be similar, but the amount of installation work may not be.
Transitions
Transitions between flooring areas or between different finished surfaces can also form part of the installation scope.
Depending on the flooring system and room configuration, transition components may be part of the manufacturer's installation requirements rather than simply a decorative addition.
The requirements should therefore be based on the selected flooring rather than a universal rule.
Stairs
Stairs add another level of detail.
Individual pieces must be fitted to the stair configuration, and flooring systems may use separate stair-nosing components and installation procedures.
For that reason, a staircase should not be assumed to involve the same amount of work as an equivalent number of square feet in an open room.
How to compare two flooring quotes
Before deciding that one quotation is significantly more or less expensive than another, check whether both are actually pricing the same work.
A useful comparison should consider:
the flooring product being installed;
the installation method, where applicable;
existing-floor removal;
disposal;
furniture or appliance movement;
subfloor preparation;
subfloor repairs;
baseboard or quarter-round work;
transitions;
stairs;
closets and irregular areas;
doorway and jamb preparation;
which materials are being supplied;
assumptions about existing conditions; and
how additional work discovered after removal will be handled.
A flooring quotation does not have to include every item on that list.
What matters is knowing what is included, what is excluded and what assumptions have been made.
That makes it possible to compare quotations on an equivalent scope instead of looking only at the bottom-line number.
Questions to ask before accepting a flooring quote
If part of the quotation is unclear, useful questions include:
What flooring installation work is included in the quoted price?
Is removal of the existing flooring included?
Is disposal included?
Who is responsible for moving furniture and appliances?
What subfloor preparation is included?
What happens if additional subfloor repairs are required after the existing floor is removed?
Are transitions included?
Are baseboards, quarter-round or other trim included?
How are stairs, closets and irregular areas handled?
Does the selected flooring have manufacturer-specific requirements that affect the installation?
What work is specifically excluded from the quote?
These questions do not determine which contractor a homeowner should choose, but they can make the differences between quotations much easier to understand.
What about manufacturer warranties?
Flooring manufacturer warranties vary by product.
Some manufacturers make warranty coverage dependent on meeting specified installation and site requirements. For that reason, it is more accurate to say that failing to follow applicable manufacturer instructions may affect warranty coverage, depending on the flooring and its warranty terms.
Homeowners should review the instructions and warranty information for the specific product being considered rather than relying on a general rule about all flooring.
Compare the scope, not just the total
There are legitimate reasons two flooring installation quotes can be different.
The selected flooring, existing-floor removal, subfloor condition, preparation requirements, room layout, transitions, trim work and other project details can all change the work involved.
That does not mean the highest quote is automatically the better choice, or that the lowest quote is automatically missing something.
It means the most useful comparison is an equivalent-scope comparison.
Planning a flooring project in the Ottawa area? HIL provides free estimates for prefinished hardwood, engineered hardwood, laminate and LVP flooring installation. Contact HIL to discuss your project and the scope of work required.
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