CCTV quote checklist: from first brief to written acceptance

Send a brief that allows a relevant response

Describe the property type, broad area, areas you control and the purpose of each proposed view. State whether you want a new system, an assessment of existing equipment or fitting of products you already own. Identify known access restrictions and whether concealed cabling is a requirement or a preference.

Do not start by distributing passwords, access codes or footage of other people. A written description and an agreed assessment process are more useful initial inputs. Ask what further information is necessary and how any property photographs will be handled before sending them.

• State the desired recording tasks and any known lighting limitations.
• List existing equipment by model where available; mark unknowns honestly.
• Identify who can approve fixing and routing on rented or shared property.

Check the proposed equipment and work

Request model numbers, quantities and storage details. Ask which items are customer-supplied and which substitutions would require approval. A proposal described only by resolution and camera count leaves questions about lens choice, recording functions, compatibility and support unanswered. Request an explanation of how the equipment addresses your brief.

Confirm cable routes, power arrangements, mounting locations and finishing. Ask whether drilling, external cable protection, access equipment and making good are included. Published installation services such as Yale's and CCTV Kits' have defined limits and exclusions, illustrating why an installation heading should not be read as unlimited property work.

Confirm recording and account arrangements

Get the recording destination and intended mode in writing: continuous, scheduled or event-based as supported by the proposed model. Ask what storage estimate assumes and what happens when capacity is reached. Separate retention needs from the technical maximum. Check what remains available during broadband loss and what depends on a subscription.

Establish who owns the main account, who can recover it and whether any installer access remains after handover. Ask about separate users, permissions and removing access. Clarify whether app setup includes your chosen devices and an explanation of updates, rather than simply creating an account that only the installer can administer.

Write down acceptance and support tasks

Agree a handover demonstration covering live view, recorded playback, searching and exporting a relevant clip. Include a check of the system clock and the final privacy framing. If important lighting conditions cannot be checked during the visit, establish whether a later review is included and how adjustments will be handled.

Ask for manuals, equipment details, configuration notes suitable for the owner and a clear support contact. Distinguish a manufacturer's product warranty from installation workmanship cover and paid maintenance. Check whether investigation, travel, replacement labour or help with a changed router attracts a charge. Avoid assuming that remote viewing includes an ongoing monitoring service.

Resolve the commercial terms before saying yes

Confirm the total payable, VAT treatment, recurring charges and payment stages. Request a clear list of exclusions, assumptions and any visit or cancellation charges. Ask how long the proposal remains valid and what happens if equipment availability changes before fitting. Keep optional enhancements separate from the agreed core work.

For each uncertainty, assign a next step: an assessment, a written clarification or an alternative specification. Agree that extra work needs your authorisation before it starts and identify who can give that approval. Save the accepted version and subsequent changes together. A completed checklist helps organise a decision; it does not certify installation quality, legal compliance or security effectiveness.

• Confirmed: explicitly included or excluded in the written proposal.
• Unconfirmed: needs a clear answer before acceptance.
• Conditional: depends on an assessment, with the next decision recorded.