How Do You Write A Commercial Painting Estimate?
Accurate estimates win good projects and protect margins. If you manage property in Edmonton or run a facility that cannot afford downtime, you need a quote that is clear, complete, and reliable. As commercial painting contractors in Edmonton, we write estimates that read like a project plan. They show scope, schedule, coatings, surface prep, safety provisions, access costs, and warranty terms. The aim is simple: no surprises during production, and a finish that stands up to Alberta weather and heavy use.
This article walks through the process we follow at Depend Exteriors, with real numbers and local factors. You can use it as a checklist whether you need a budget number for board approval or a firm quote to kick off work in Downtown Edmonton, Strathcona, Westmount, or a distribution hub in Acheson.
What owners and managers expect in a commercial painting estimate
Edmonton clients value three things. First, a clear scope that matches the site. Second, practical scheduling that respects tenants, operating hours, and weather. Third, a finish system that lasts. An estimate should cover these needs in plain language. It should also make costs traceable. If a price looks like one number with no context, it invites friction. If it shows coverage rates, substrate conditions, lift access, and hours, it earns trust.
We build estimates that explain why a hallway repaint costs less per square foot than a steel stairwell. Or why elastomeric on EIFS in Windermere has a different price than acrylic on split-faced block in Sherwood Park. You should see the logic without needing a spec book.
Site visit: the foundation of a solid number
We start with a walk-through. Software and drawings help, but nothing replaces eyes on the substrate. In Edmonton, small site details move the needle on cost more than many people expect. A good estimate records these items on the first visit.
We check substrate types and conditions. Is it drywall with prior latex? CMU? Precast? Aluminum storefront? Factory-finished metal needs different prep than aged alkyd on steel. We look for chalking, efflorescence, hairline cracks, peeling, mildew, and active leaks. Each defect dictates prep time and materials.
We measure surfaces. Laser tools help, but we still confirm counts for doors, frames, railings, bollards, and exposed steel. A 100,000-square-foot warehouse can hide 1,000 linear feet of angle iron or dozens of columns that add hours.
We assess access and safety needs. Downtown sites might need lane closures or after-hours work. In McCauley or Queen Mary Park, older buildings can have limited elevator capacity, tight stairwells, or no roof anchors. Exterior elevations near Whyte Avenue may require swing stages or articulated lifts with spotters. Winter work adds hoarding or temporary heat.
We discuss schedule rules. Office towers in the ICE District often need night work. Clinics need low-odor coatings and dust control. Schools in Mill Woods want work done during breaks, with primer and topcoat sequences planned around day camps. These constraints change labor loading and mobilization.
We review color paths and coating compatibility. If an existing alkyd is present, we may need a bonding primer before latex. Dark-to-light color changes take extra coats, and feature walls add cutting time. We match light reflectance values (LRV) to the space and note if the owner wants supplier-matched colors (Benjamin Moore, Sherwin-Williams, Dulux) or accepts in-range alternates.
Taking measurements that translate into cost
We measure walls in square feet, ceilings in square feet, trim in linear feet, and specialty items per unit. For exteriors, we factor window deductions on larger spans, but for broken-up elevations we often leave windows in and account for masking time instead. That approach is more realistic for storefronts and multi-tenant facades along 124 Street or 97 Street where glazing breaks are dense.
Coverage rates guide paint quantities. A typical acrylic wall paint covers about 350 to 400 square feet per gallon per coat. Primer varies more, often 250 to 300 square feet for problem surfaces. Elastomeric on EIFS runs lower, commonly 75 to 125 square feet per gallon depending on texture. Epoxy floor systems are driven by mil thickness. For example, a 100 percent solids epoxy at 16 mils might cover roughly 100 square feet per gallon for one coat. We include a waste factor, usually 10 to 15 percent, higher on rough surfaces or complicated masking.
Labor hours come from production rates. These rates move up or down with site conditions, heights, and congestion. A simple office repaint can run 200 to 300 square feet per labor hour for walls, including cutting, rolling, and minimal masking. A mechanical room might drop to 80 to 120 square feet per hour because of pipework and safety steps. Exterior metal work on guardrails can sit at 15 to 25 linear feet per hour due to prep.
Surface prep: where quality starts and budgets drift
Prep makes or breaks a project, and it is where many estimates miss. In Edmonton’s freeze-thaw cycle, exterior coatings fail along cracks and joints first. CMU with efflorescence needs washing and neutralization, not just a quick rinse. Chalking acrylic on stucco needs a bonding primer, or the new coat will powder off in spring. Interior block in older basements might want a masonry sealer before topcoats.
We price prep in line items so owners can see the value. Common prep tasks include washing with detergent and pressure rinse, degreasing shop areas, scraping and feather-sanding failed edges, patching drywall and skim coating as needed, grinding and spot-priming rust on steel, caulking movement joints, repairing EIFS hairline cracks with flexible compounds, and shot blasting or diamond grinding for floor systems. Each task notes the standard, such as power tool cleaning on steel to SSPC-SP 3 or shot blast to a profile suitable for epoxy. Clear prep notes protect finish performance and help everyone hold the line if hidden damage appears.
Coating systems that match the building
Choosing coatings is more than picking a brand. It starts with use, traffic, cleaning methods, and environment. We often specify low-VOC acrylics in active clinics and schools, high-scrub hallway paints for apartments off Jasper Avenue, elastomeric on EIFS to handle micro-cracking, and direct-to-metal acrylics on railings and stairs with a rust-inhibitive primer.
For production floors and shops in Northwest Industrial or Nisku, we propose epoxy or polyaspartic systems with measured slip resistance and chemical tolerance. For parking structures, we consider moisture-vapor-tolerant primers and UV-stable topcoats. On aluminum composite panels or factory-coated metal, we recommend adhesion tests and may suggest urethane systems after proper prep to maintain gloss and durability.
An estimate should state the system components: cleaner, patching materials, primer, intermediate, and finish coat, along with wet film thickness or spread rates. It should also call out manufacturer and product line, or “equal” wording if the spec allows alternates. Owners want performance, not brand swaps that reduce life.
Scheduling around Edmonton’s seasons and tenant needs
Exterior work in Edmonton runs from late April to early October for https://dependexteriors.com/our-services/commercial-painting/ most coatings. Night lows below 10°C slow cure, and early frosts can freeze water-based films. We plan exterior elastomeric and acrylic for the warmer window, and schedule urethane or solvent-based systems with caution and ventilation. On shoulder months or winter, we can proceed with hoarding and heat, but the cost changes. A good estimate shows if temporary heat is included, or priced as a separate allowance.
Interior projects run year-round, but tenant coordination drives cost. Night work adds premiums for labor and supervision. Elevator time, noise restrictions, and smell limits extend durations. We factor production by shift and phase. For example, a 20-floor office tower may run three floors per week at night with protective coverings, while a single-tenant warehouse can move much faster with day shifts and scissor lifts.
Breaking down the numbers: how we build an estimate
We write estimates as a stack of components that you can audit. Each element links to a logical driver: square feet, linear feet, unit counts, or hours.
- Scope summary: Areas included, from main lobby and corridors to stairwells and mechanical rooms. For exteriors, each elevation and ancillary structures like canopies, bollards, and parapets.
- Prep plan and standards: What we will do, with references where relevant.
- Coating schedule: Primer and finish coats with product names and expected coverage.
- Quantities: Measured areas and counts, with coverage assumptions.
- Labor: Hours by task group and crew size. We show assumptions for shifts.
- Equipment and access: Lifts, swing stage, hoarding, temporary heat, or traffic control.
- Protection and cleanup: Poly, tape, floor protection, and waste disposal.
- Warranty and maintenance: Length of warranty and exclusions tied to substrate movement or leaks.
- Price and options: Base price with alternates, such as an upgraded scrubbable finish for corridors or a longer-life coating for metal.
This structure helps Edmonton owners compare apples to apples. If a competing quote hides access under “miscellaneous,” ask for clarity. Lifts and staging can be 10 to 25 percent of an exterior project.
Local cost factors you should expect to see
The Edmonton market has patterns. Labor rates reflect commercial union and non-union competition, winter premiums, and night work. Access is the wild card. A two-day lift rental can become ten days if weather or inspections delay work. On Whyte Avenue, lane permits and flagging can be required. In downtown towers, security escorts and freight elevator windows slow production.
Material pricing is steady for common acrylics, with occasional spikes in resins and solvents. Specialty systems like high-build elastomeric or 100 percent solids epoxy require firm quotes from suppliers and may have longer lead times. In winter, shipping times stretch. A good estimate locks pricing for a set window and flags any expiry.
Waste and environmental fees also matter. Edmonton’s bylaws and supplier take-back programs affect disposal of solvents and epoxies. We include those costs rather than treat them as an afterthought.
Example: interior office repaint in Downtown Edmonton
A property manager requests an estimate for three floors of corridors and washrooms, about 18,000 square feet of wall area, eight steel stair doors per floor, and two stairwells. Existing paint is sound latex with scuffs and minor dents. Work must occur overnight with carpets protected and areas turned over by 6 a.m.
We measure and confirm height, door counts, and washroom tile to be masked. We choose a high-scrub low-VOC acrylic, two coats on walls, one finish coat on doors and frames over a bonding primer where needed. We patch dents and sand scuffs.
Production rates sit near 225 square feet per hour for walls with night work constraints. Doors and frames take 1.0 to 1.5 hours each with drying time planned between coats. Stairwells slow to 150 square feet per hour due to railings and landings.
We build the budget: roughly 80 to 95 labor hours per floor, plus supervision and mobilization. Materials at two coats are in the range of 90 to 110 gallons total for walls across three floors, plus primers and trim paints. Floor protection, tape, and poly are a defined allowance. The estimate lists all this, calls out night shift premiums, and sets a three-week window for completion. The price is firm for 30 days, with color changes priced per room if late in the sequence.
Example: exterior EIFS and metal repaint in Windermere
A retail plaza needs the EIFS facade refreshed and metal canopies treated. Elevations total 22,000 square feet of EIFS, with parapet caps and metal trims adding 500 linear feet. The stucco shows chalking and hairline cracks. Traffic must stay open. Work scheduled for June and July.
We choose a bonding primer for chalk control and an elastomeric finish at two coats. Hairline cracks get a flexible patch compound. Metal trims receive a DTM acrylic with a rust-inhibitive spot primer. We plan scissor lifts and a small boom for corners, plus morning starts to avoid afternoon storms.
Labor runs at 110 to 140 square feet per hour for EIFS with patching. Coverage on elastomeric is calculated at 100 to 120 square feet per gallon per coat. The estimate includes lift rental for three weeks, flagging at drive lanes during reach work, and daily cleanup. We include a weather clause and agree on an on-site color sample board for owner approval. The price shows access as a separate line, so if the client can provide on-site lifts, we deduct it.
Avoiding scope creep: documenting assumptions
A good estimate states what is included and what is not. We write assumptions so decisions stay simple. For example, we include standard patching of nail holes and minor dings, but not large drywall repairs or active leak repairs. We include masking of fixtures and protection of floors, but not removal and reinstallation of wall-mounted TVs or signage. We note acceptable working hours and the availability of water and power.
If an area shows active water intrusion, we mark it and defer finish until the source is fixed. Coatings fail on wet substrates. Transparency here saves callbacks.
How we handle change pricing without friction
Even with careful planning, surprises happen. We price changes per measured quantities and agreed unit rates. If you add a boardroom or shift to a darker accent that needs a third coat, we apply the rate from the estimate. If we find hidden rust or substrate failure, we stop, document with photos, and propose a fix with time and material or a lump sum. The goal is speed and fairness without eroding trust.
Warranty and maintenance planning
Warranty clarity matters more in Edmonton than many cities because weather swings are hard on exteriors. We offer typical warranties on labor and materials, often two years on interior repaints and one to five years on exterior systems depending on coatings and exposure. We exclude movement cracks in EIFS and structural joints, leaks from building envelope failures, and damage from third parties.
We provide a maintenance note: gentle washing schedule, touch-up paint on hand, and a recoat window. For busy corridors or stairwells, a five-year repaint cycle is common. For elastomeric exteriors, plan inspection after three winters, with early touch-ups if needed.
Budget ranges by building type in Edmonton
Prices vary with scope, height, and prep, but rough ranges help budget committees. Interior repaints in office spaces often fall between $1.50 and $3.50 per square foot of wall area, depending on patching, height, and hours. Doors and frames run $100 to $250 each based on condition and location. Stairwells tend to price by the run due to railings and landings.
Exteriors range wider. EIFS with elastomeric can sit between $2.00 and $4.50 per square foot of surface. CMU with heavy efflorescence or split-faced block moves higher due to primer and coverage. Metal railings and trims price per linear foot, as do parapet caps. Lift and staging can be a significant add, particularly on multi-story sites or tight access lots.
Epoxy floors start around $3.50 to $6.00 per square foot for simple two-coat systems and climb with build, broadcast, and topcoat requirements. Moisture issues add cost for primers.
These are not quotes. They are working brackets that we refine once we see the site.
Writing the estimate document: clear, simple, complete
The final document should be easy to read. We use a structure that answers the big questions on page one and keeps technical depth close at hand. The first page states the areas, coatings, timeframe, and price. The following pages carry the details, including a schedule, a safety plan summary, and key terms. Edmonton clients often share estimates with condo boards or corporate offices out of province, so clarity and plain English help speed approvals.
Here is the kind of language that keeps things clean: “Wash and degrease all corridors. Repair minor dents and previous anchor holes. Spot prime repairs. Apply two coats of low-odor acrylic to walls, eggshell sheen. Paint hollow metal doors and frames, semi-gloss. Work to occur 9 p.m. to 5 a.m., Monday to Friday. Protect floors with rosin paper and poly. Daily cleanup required.”
Why clear estimates reduce risk for Edmonton projects
Risk shows up as delays, disputes, and callbacks. Detailed estimates cut all three. They expose unknowns early, set cost flags for access and weather, and align expectations on finish quality. These documents also help our crews, because a clear estimate becomes a field roadmap. Our foreman knows the prep, the products, and the sequence before arrival. That translates to cleaner results, fewer change orders, and predictable timelines.
What to ask your contractor before you sign
Use a short checklist to check the quote. If answers are vague, ask for another draft. Good commercial painting contractors in Edmonton will welcome the questions.
- How did you measure and what production rates did you assume?
- What exact prep steps are included for my substrates?
- Which coatings and sheens are specified, and why?
- What access or permits are priced in? What happens if weather delays lifts?
- What are the working hours and tenant protection measures?
How Depend Exteriors builds your estimate step by step
We follow a simple path. First, we meet on-site in Edmonton or nearby communities like St. Albert, Sherwood Park, or Spruce Grove. We listen to your goals, walk the site, and take measurements. Second, we write a scope that reflects your use, schedule, and budget. Third, we price with transparent line items and include options where sensible: for example, an upgraded scrub-resistant paint for high-traffic corridors or a long-life system for exterior metal.
We send a concise estimate, then review it with you by phone or in person. If you like, we provide a mockup or a small sample application before full mobilization. We build around your hours, secure lifts and permits, and assign a foreman who reviews the estimate with the crew before day one. During work, we provide daily updates and photos. At closeout, we walk the site with you, address touch-ups, and leave labeled leftover paint for future maintenance.
Edmonton-specific considerations we include by default
We set dilution rules for cold morning starts, ask for mechanical ventilation plans for enclosed spaces, and schedule exteriors around prevailing wind patterns to avoid overspray on parked vehicles and glazing. We carry snow and ice removal as an exclusion on winter jobs unless requested. We confirm freight elevator sizes and book time slots with building management. We keep VOC limits in mind for hospitals and labs and use containment and negative air if needed for dusty prep.
These habits come from years of local work. They keep projects safe and on track.
How to request a commercial painting estimate that fits your building
The fastest way to get a useful estimate is to share a few details right away: address, building type, areas to include, photos of typical conditions, working hour limits, and any known issues like leaks or efflorescence. If you have a spec, send it. If not, we can propose a system that suits your use.
If your property is in Edmonton, Strathcona, Glenora, West Edmonton, or the surrounding areas, we can usually schedule a site visit within a few days. For larger exteriors or multi-tenant projects, allow a short lead time for access planning.
Ready to put real numbers on paper?
Depend Exteriors writes estimates that hold up under real conditions. We walk the site, document what we see, and price what it takes to deliver a clean, durable finish. If you are comparing commercial painting contractors in Edmonton and want a quote that reads like a plan, we are ready to help. Share your address, photos, or a brief scope, and we will schedule a visit.
Call us to book a site assessment, or send a message through our contact form. We will reply with a clear timeline and a draft estimate that you can share with your team.
Depend Exteriors provides commercial and residential stucco services in Edmonton, AB. Our team handles stucco repair, stucco replacement, and masonry repair for homes and businesses across the city and surrounding areas. We work on exterior surfaces to restore appearance, improve durability, and protect buildings from the elements. Our services cover projects of all sizes with reliable workmanship and clear communication from start to finish. If you need Edmonton stucco repair or masonry work, Depend Exteriors is ready to help.