How to Find and Hire a Reliable Contractor
This post was another reader request. While we tackle most of our home renovations ourselves, there are times when hiring a professional makes more sense, like our roof replacement. Having worked in the interior design industry for years, Iāve collaborated with a wide range of contractors and trade professionals. Some have been incredible. Others taught me exactly what not to do next time. I feel like Iāve learned enough along the way to share some real, practical insight when it comes to hiring reliable help. From finding the right contractor for your project to interviewing them, getting started, and managing expectations throughout, Iām sharing all of my best tips. Click through and definitely save this one for later if youāre planning a renovation.
I get a LOT of messages saying, “You’re so lucky to have a handy husband!” or “It must be nice that Emmett can do all of this work himself.” It’s true… I feel very lucky to have my own personal contractor, who happens to be my spouse. He really is amazing. Check out our latest renovation- nursery reveal: a timeless room for baby girl… the perfect example of why I think we make a good team. There are certainly times when hiring a professional is a better investment. It’s not easy to find good help, and it takes a lot of time, but once you find those amazing people, hang onto them and help them thrive!
Finding the Right Contractor
Understand What Type of Contractor You Need
There are different types of contractors, and hiring the right one for your specific project is key. Just like any profession, most have a speciality. For example, a finishing carpenter focuses on details, like millwork. A mason is ideal for brick work or stone. A general contractor is often the best fit for a remodel since they do a little bit of everything. Electricians and plumbers handle their respective systems, and so on. Before you start calling around, make sure you understand who you actually need.
Utilize Word of Mouth Referrals
The best contractors I’ve found usually come from trusted sources. Friends, family members, neighbors, and even local community apps (like NextDoor), etc. Word of mouth referrals are always the best place to start! Referrals carry more weight than any online review because you can ask detailed questions and get honest feedback.
Scout Your Neighborhood
I’m always observing our neighborhood and notice when neighbors are having renovation work done. If a neighbor is having a project done that looks well executed, I’ll snap photos of work trucks with phone numbers on the side, swing by for a business card, and ask neighbors about their experience. We recently did this with a neighbor who had a concrete retaining wall poured. Emmett stopped by to grab a business card, and now we have a solid lead for a future project.
Rely On Reviews, Portfolios, and Social Media
I always check Google, Facebook, Yelp, and the contractor’s website before reaching out. Beyond reviews, I look closely at project photos. Does their work align with your style and level of detail? Consistency matters more than one perfect project.
Consider Hiring an Interior Designer
If you need both design and construction help, working with a designer can simplify everything. Most full service designers have a vetted team of contractors and trades they trust, who might even be able to get you on the schedule more quickly.
Of course this only works if you need design services as well… just FYI: never ask designers to share their contractor contact information if you are not working with them. Those relationships are part of their business. That’s bad etiquette when they make their living working alongside their team! Most will never share their resources, but it’s rude to ask. You can read more about what it’s like to work with an interior designer in this post.
Questions to Ask Before Hiring a Contractor
Once youāve narrowed down your list, here are some important questions to ask.
Insurance, Licensing, and Credentials
Always ask for proof of insurance and any required licensing. Make sure everything is current and valid.
Subcontractors
Ask whether they use subcontractors and how long theyāve worked together. A strong, consistent team usually leads to smoother projects.
References
Request references for similar projects and actually follow up. Ask what went well and what didnāt.
Your Project Scope
Clearly explain your project and expectations. Make sure they are comfortable with the scope and complexity.
Timing
Discuss their availability and timeline. Be realistic here. The best contractors are often booked in advance.
Estimates or Formal Bids
If you feel confident with the contractor and could see yourself hiring them, always request a formal bid or estimate. It should be detailed, organized, and professional. I never rely on verbal pricing.
Before Deciding On The Best Contractor
Interview Multiple Contractors
Meeting in person is the best way to evaluate fit. Invite them to your home, walk through the project, and pay attention to how they communicate. Are they on time? Are they clear and confident? Do they listen?
Do Your Due Diligence
Review everything theyāve provided, including insurance, licenses, references, and estimates. This is not the place to rush.
Plan Ahead
Good contractors book quickly. If someone is immediately available, it is not always a good sign. The best ones are often worth waiting for.
Review Your Budget Carefully
We always let the contractor provide an estimate first. Sharing your budget too early can influence the quote. That said, you should have a realistic understanding of what your project might cost.
Getting Started
Sign The Contract
Once youāve chosen your contractor, youāll sign a contract outlining scope, pricing, timeline, and any permits.
Pay The Deposit
Most contractors require a deposit to secure your place on their schedule, which is usually outlined in the contract.
Set The Timeline
Get your project dates on the calendar so everyone is aligned.
Discuss Permits If Needed
Some projects require permits. Confirm who is responsible for handling them.
Prepare Your Home
Before work begins, you can begin prepping your home prior to the contractor’s arrival. I like to move furniture and decor out of the way, clear a space in the driveway, etc. You can discuss the work zone and ask the contractor if there is anything you can do to prepare beforehand. Most contractors put down floor protection, plastic areas off, and create a designated work zone to contain the best, but mitigating the mess in secondary areas is also key and something you can do on your own.
During The Project
Over Communicate
Communication is KEY in a successful contractor partnership. I always print specifics, diagrams, and thoroughly explain my vision with visual examples up front. Map out sizes, accurately relay your thoughts, choose finishes and colors in advance, and pass all of the important information along to your contractor as you have it. The more information you share early, the smoother things will go.
Be Respectful and Realistic
Don’t confuse over communicating with micro managing. You hired your contractor for their expertise. Trust them to do their job. Be respectful of their time and allow them to do their job without your hovering. You also have to be realistic. Also, expect the unexpected. Renovations rarely go exactly as planned.
Stay Flexible When Needed
Timelines may shift or plans may need adjusting. Flexibility helps keep the project moving forward without unnecessary stress.
Check In Regularly
Ask your contractor if they need any information from you, check-in with them regularly, and ask for updates as the project progresses. Usually at the end of each day, the contractor will provide an update or ask any questions they might have.
Be Kind
This goes a long way. I treat our contractors like friends. I make small talk, ask questions because I enjoy learning and am genuinely interested, I offer them water or our facilities if they’re needed, and I use good manners (say thank you, etc). Creating a good relationship with your contractor is important so they’ll work with you again in the future. It also incentivizes them to do a good job for you! A positive relationship benefits everyone involved.
After The Project
Hopefully at this point, your project is finished and you’re pleased with the end result. What should you do once a project is completed, to ensure you maintain a good relationship with the contractor you hired?
Complete The Final Payment
Pay your remaining balance promptly according to your contract.
Leave A Review
Based on your (hopefully positive) experience, leave reviews on their preferred platforms.
Save Their Contact Information
Keep their details for future projects and share with friends or family. They’ll be appreciative for the referral!
Organize Paperwork
Store your receipts, warranties, and permits in a safe place for future reference or resale someday. Certain projects could even be eligible for rebates or kickbacks (like energy efficiency programs, etc). Be sure to collect or take advantage of any incentives!
Questions?
At least two or three so you can compare communication, pricing, and overall fit.
Scope of work, materials, timeline, and payment terms. Everything should be clearly written.
Of course! We did for our new roof, when replacing our upstairs carpet, and most recently- for ourĀ Velux skylights.
Related Posts
Looking for more posts on renovations, makeovers, and designer approved sources? Iām going to link some favorites for you belowā¦
- 20 Bathroom Remodeling Tipsā¦ Before You Begin Your Renovation
- Why an Exhaust Fan & Light Combo Is the Best Choice for Bathroom Renovations
- How to Plan and Design a Shower Niche
- How to Properly Light a Bathroom for Function and Design
- How to Make a Small Bathroom Look Larger
- Bathtub Refinishing Process & Reglazing A Tub White
- Custom Window Treatments : The Process
- How to Build a Custom Outdoor Sofa
- 10 Things Interior Designers Always Splurge On
- A Peek Into the Custom Furniture Ordering Process
Let me know if you have any questions or thoughts to add! We value and appreciate all the amazing contractors we’ve hired over the years. From brick masons to roofers, there are some seriously talented people who do fantastic work that we’re not capable or don’t have time to tackle ourselves. We’d hire them again in a heartbeat and keep their contact info handy for future projects, while passing it along to friends and family in the meantime. This basic philosophy- being kind, honest, and helping other small business owners in the community thrive- is key in keeping a solid list of reliable contractors you can call and count on when the time comes. If youāre planning a renovation, I hope this helps you feel a little more confident going into the process.
Your thorough and methodical approach to these posts is so helpful! Finding tradespeople in our area continues to be a struggle. I think right now it’s bananas! The number of times my friends and I have been ghosted after an initial visit is alarming. Since my projects have been small, for the most part, I wonder if I am dealing with a different level of contractor. Some surely did not appreciate my communication attempts. I definitely understand why people say that you are lucky to be able to tackle most jobs yourselves! The work is always impeccable, and you don’t have the stressful management or communication with a stranger. I don’t have imminent project plans, but I will save this list for reference (and fortitude).
I hope you enjoy a sunny, pleasantly productive Tuesday! I’m working on my second Aries birthday cake, so flour will be flying!š¤£š
It’s so tough to find good tradespeople- especially now. With lead-times and everyone working on their homes this past year, it’s kind of crazy out there. We’ve also been ghosted before and I don’t understand how that even happens?! Do these people not want the job? Why even make an appointment or initial consult? It’s confusing to me. I definitely lucky that we’re in control of our projects and save a lot of money along the way… the downside is just time, since we do everything after our regular jobs. I feel like we move at snail speed. Haha! The roof was a massive job and they did it so quickly. It felt like a major luxury to not live amongst a mess for months. It’s worth it though- plus, we enjoy it. You have lots of Aries in your corner! I hope you had an amazing day in the kitchen. That sounds absolutely perfect! xo
The amount of information in this post is incredible! Iāll definitely be pinning this for later. One big question I have: how do you know you need a permit for a project? Is that something the contractor tells you? Or is it expected that the customer will have done the legwork to know what permits need to be pulled? If itās the customerās responsibility, should you start the permit process before or after hiring a contractor? So far weāve never needed a contractor-like you and Emmett, Jeff and I are able to do a vast majority of work ourselves. I feel very lucky that I havenāt found myself in a position to need one. My dad is currently working with a contractor on his kitchen, and it sounds to me like he isnāt exactly thrilled with him. I definitely plan on finding out more as his project comes to a close. Thanks for compiling yet another amazing resource Sarah! I woke up to rain this morning, so it looks like a cold spring day is on the books. I hope you have an amazing Tuesday!
Love hearing that, Lauren! Permits vary by city, ordinance, or township. You can usually look online or call your city to see if something requires a permit. For example, when building our shed- if it was under a certain size, it did not require a permit. We ended up building it 1 foot less than what required a permit (just so we didn’t have to deal with it and speed up the timeline). Contractors in your area should be very knowledgeable about permits and if your project requires one. We always ask them. If they downplay or “joke” about work arounds or proceeding without a permit, that’s a big red flag. The good contractors will know what is needed and will build that into the bid or formal estimate, so you don’t have to worry about it. I guess to simply answer your question- they should be on top of it, but always ask to cover your bases. I love that you’re in the same boat since you and Jeff are so handy and aren’t afraid to tackle DIY projects! I feel like it makes creating a home we love even more rewarding and enjoyable. You’ll have to pick your dad’s brain on contractor experience. I hope it’s not too terrible. That’s never fun! Despite the rain, I hope you had a good day, cozy inside! It’s super windy here, so I’m thankful our roof is finished in time for storms to roll in. Good night! xox
Great tips! And you ARE lucky- you guys always amaze me. xoxo
Thank you, Debbie!! Right back at you. Hope you had the best time with your fam! Loved all the photos. xox
Sarah, very informative post! I am pinning this because as you know, we will be hiring contractors, builders, etc for our next home. You & Emmett make a great team. I am always impressed with your abilities to work on a project and do such a detailed and beautiful job! I could have used you when I was grouting and caulking the kid’s bathroom couple of months ago.
Hope you have a wonderful day!
Thank you, Danna! We really appreciate your kind words. That means so much! If I lived closer, I would have gladly stopped in to help you tile, grout, and caulk!! How are things going on the house front? I hope things are moving right along as you had envisioned :) xox
Bookmarking this for later. Thank you so much for this blogpost! I love being informed before I start any project. This is very helpful. Thank you!
I’m so happy to hear that, Sarah! I hope it’s useful when the time comes :)
This post is so useful, thank you for sharing it! One thing Iāve often struggled with or felt awkward about is step 1 where you ask for proof that theyāre licensed, insured, etc. Any tips on making that conversation less awkward?? It just feels insulting to ask because it implies you donāt believe or trust them right off the bat! But I agree it has to be done! That said, I have chickened out so many times…to my own detriment.
I’m so happy to hear that, Jenni! I feel like most contractors expect that question, but I’m with you- it can be uncomfortable if they get weird about it. Serious clients are typically prepared and diligent, and I hope contractors appreciate that most who ask are trying not to waste their time (which is valuable). I like to treat it like any other business contract, and I always wrap up the meeting with a little recap and include it there as well. Something along the lines of- “It was great meeting you. I’m really looking forward to hopefully working together- you come highly recommended. I’ll look for your emailed estimate and credentials (proof of insurance, etc) and get back with you to get this project scheduled. Please let me know if you need anything from me in the meantime!” If they don’t send the requested paperwork, I’ll follow up until I get what I need. If they don’t send it or feel offended, that’s usually a big red flag for me. It definitely has to be done! I’ve seen too many clients and friends in bad situations because they hired a contractor who wasn’t insured or under contract. Anytime a large payment is involved, I always put a contract in place. I learned the hard way… we never received our wedding photos. Different situation, but we paid in full, expected to receive the outline service or product, and didn’t. I like knowing contractors or professionals (of any kind) also are organized because both parties are protected. It makes everything easier :) You’ve got this!
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That is SUCH a great way to handle itā the recap email! And in the past when Iāve asked Iāve gotten the impression Iām the ONLY person to have ever asked for this even though literally every āhow to hire a contractorā spells out the importance of this step. So, I think youāre rightā RED FLAGS. Thanks again for all of the excellent tips!!
Don’t worry- you’re not alone! I’d like to think most people ask, so no need to feel awkward at all :)