Quoting a Belgian renovation for an English-speaking owner: a bilingual scope glossary

A bilingual renovation quotation needs more than translated headings. Define what each priced item includes, how its quantity is measured and what happens when the scope changes. Give each item a stable reference that remains the same in both languages. A shared glossary helps the owner and contractor discuss the same work.

The glossary below is a practical drafting aid, not a certified translation or a statement that commercial terms have identical legal effects. Ask the relevant adviser to review binding wording where interpretation matters. The Belgian FPS Economy provides official Dutch guidance on quotations; an English summary should not replace checking applicable requirements.

Start with a small project glossary

Do not import a long construction dictionary into every proposal. Select the terms that affect the current client's decisions and define them alongside an example from the project.

These English labels are working descriptions. In particular, do not treat a provisional quantity, an allowance for an unselected product and an optional extra as interchangeable.

Use one item reference across both versions

Suppose item R-014 concerns wall preparation in the entrance hall. The Dutch and English descriptions should reference the same room, drawing version, measured area and exclusions. If a later English email changes the room, update the quotation record rather than allowing the two descriptions to drift apart.

A useful item block contains the identifier, both descriptions, unit, quantity, included work, excluded work and status. Attach a marked-up plan where words alone leave the location unclear.

Explain an allowance with numbers

This fictional example uses amounts excluding VAT solely to explain arithmetic; it is not a market price or a complete customer quotation. A provisional area of 8 square metres at 40 euros per square metre produces 320 euros. If the confirmed quantity is 10 square metres and the agreed unit price remains unchanged, the corresponding amount is 400 euros, a difference of 80 euros.

The calculation does not itself authorise extra work. Record who confirms the measurement and how the revised amount is accepted. Do not describe the provisional amount as a fixed all-inclusive price elsewhere in the document.

Check understanding before acceptance

Ask the owner to identify what is included in the total and which choices remain open. Ask the site team to locate the same items on the drawing. Different answers reveal a wording problem before work starts.

Record the agreed document version and the language arrangements explicitly. A bilingual glossary alone does not determine which wording prevails in a disagreement.

Explore Enfin for renovation contractors and the quotation overview. In a demonstration, use an anonymised bilingual item and check how descriptions, revisions and supporting documents are kept together. Do not assume automatic or legally certified translation unless that specific capability has been demonstrated.