Appendix B: Templates and Worksheets
How to use this appendix. These templates are designed to be printed and used as working documents. Each template is self-contained — you can print individual sections as needed. Where tables appear, they are sized for practical use with a pen or pencil.
Digital users: these templates translate directly into spreadsheet columns. The structure maps cleanly to Excel or Google Sheets if you prefer to maintain digital records.
B.1 Contractor Evaluation Form
Use this form for each contractor you are seriously considering. Complete a separate form for each bidder. Do not compare quotes without completing the full form — price alone is not a valid basis for decision.
Contractor Basic Information
Company name: _______________________________________________________
Primary contact name: _______________________________________________________
Phone: _______________________________________________________
Email: _______________________________________________________
Physical address: _______________________________________________________
_______________________________________________________
Website: _______________________________________________________
Date of first contact: _______________________________________________________
How I found them: _______________________________________________________
Licensing Verification
| Field | Contractor's Answer | Verified? |
|---|---|---|
| License type (general, specialty, etc.) | ||
| License number | ||
| Issuing state/jurisdiction | ||
| License expiration date | ||
| Verification method (state board website, phone) | ||
| Additional certifications or designations |
License verified online: YES / NO Date verified: ___
State contractor license board website: _____
Notes on license status (any disciplinary actions, complaints on record):
___________________________________________________________________________
___________________________________________________________________________
Insurance Verification
Request a Certificate of Insurance (COI) directly from their insurance carrier — not from the contractor. The carrier contact info appears on the COI.
| Coverage Type | Required Minimum | Contractor's Coverage | Verified with Carrier? |
|---|---|---|---|
| General Liability (GL) | $1,000,000 per occurrence | YES / NO | |
| Workers' Compensation (WC) | Statutory (per state law) | YES / NO | |
| Commercial Auto (if vehicles) | $500,000 |
GL Insurance carrier name: _____________________________________________
GL Policy number: _____________________________________________
GL Policy expiration date: _____________________________________________
WC Insurance carrier name: _____________________________________________
WC Policy number: _____________________________________________
WC Policy expiration date: _____________________________________________
COI requested on (date): _____________________________________________
COI received on (date): _____________________________________________
Workers' Compensation note: If contractor has no employees (sole operator), ask for a WC exemption certificate. Do not accept verbal assurance — get the document.
Business Background
Years in business: _______________
Business structure (LLC, Corp, sole): _______________
How many projects similar to mine have you completed? _______________
Do you use subcontractors for any part of this work? YES / NO
If yes, which trades? _________________________________________________
Are your subcontractors licensed and insured? YES / NO
Do you pull your own permits? YES / NO
If no, explain: ________________________________________________________
References (Minimum 3 Required)
Call all three references. Do not skip this step.
Reference 1
Name: ___________________________________________________
Phone: ___________________________________________________
Project type and year: ___________________________________________________
Date called: ___________________________________________________
Did they answer? YES / NO / LEFT MESSAGE
Would they hire again? YES / NO / MAYBE
Quality of work (1–5): _____
Communication (1–5): _____
On budget? (1–5): _____
On schedule? (1–5): _____
Notes:
_________________________________________________________________________
_________________________________________________________________________
Reference 2
Name: ___________________________________________________
Phone: ___________________________________________________
Project type and year: ___________________________________________________
Date called: ___________________________________________________
Did they answer? YES / NO / LEFT MESSAGE
Would they hire again? YES / NO / MAYBE
Quality of work (1–5): _____
Communication (1–5): _____
On budget? (1–5): _____
On schedule? (1–5): _____
Notes:
_________________________________________________________________________
_________________________________________________________________________
Reference 3
Name: ___________________________________________________
Phone: ___________________________________________________
Project type and year: ___________________________________________________
Date called: ___________________________________________________
Did they answer? YES / NO / LEFT MESSAGE
Would they hire again? YES / NO / MAYBE
Quality of work (1–5): _____
Communication (1–5): _____
On budget? (1–5): _____
On schedule? (1–5): _____
Notes:
_________________________________________________________________________
_________________________________________________________________________
Interview Questions (Rate each response 1–5)
1 = unsatisfactory answer, 3 = adequate, 5 = excellent
| Question | Response Summary | Score (1–5) |
|---|---|---|
| Who specifically will be on-site doing the work — you or employees/subs? | ||
| How do you handle change orders? (Looking for: written, signed, before work begins) | ||
| What does your warranty cover, and for how long? | ||
| Have you had any projects go significantly over budget? What happened? | ||
| How many projects will you be running simultaneously while doing mine? | ||
| What is your communication process — who do I call, how often will I hear from you? | ||
| Will you pull all required permits? | ||
| What is your payment schedule — do you require a large deposit? |
Interview question total score: _____ / 40
Red flags noted during interview:
___________________________________________________________________________
___________________________________________________________________________
Quote and Contract Readiness
Quote amount (total): $_______________
Quote received on (date): _______________
Quote valid until (date): _______________
Scope of work in writing? YES / NO
Materials specified in quote? YES / NO
Timeline in quote? YES / NO
Payment schedule in quote? YES / NO
Contract provided for review? YES / NO
Start date offered: _______________
Estimated completion date: _______________
Overall Scoring Summary
| Category | Weight | Your Score | Weighted Score |
|---|---|---|---|
| License verified and clean | 20% | ___ / 10 | |
| Insurance confirmed with carrier | 20% | ___ / 10 | |
| References (average of 3) | 25% | ___ / 10 | |
| Interview question responses | 20% | ___ / 10 | |
| Scope and contract clarity | 15% | ___ / 10 | |
| TOTAL | 100% |
Quote amount rank among bidders (1 = lowest): _____
Final decision: - [ ] HIRE — first choice - [ ] SECOND CHOICE — hold while first choice confirmed - [ ] ELIMINATE — reason: _________
Decision date: ___ Notes:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
B.2 Renovation Budget Template
Project: ___________
Location/Room: ____________
Contractor: _________
Budget version: __ Date prepared: ______
Contingency guidance. For renovations with existing structure (gut renovations, older homes, projects involving walls or plumbing behind walls): budget 20% contingency minimum. For new additions or new construction on clear land: 15% is generally adequate. Never treat contingency as money to spend — it is insurance against what you cannot yet see.
Pre-Construction Costs
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Architectural drawings / design fees | $ | $ | ||
| Structural engineering (if required) | $ | $ | ||
| Permit fees (building permit) | $ | $ | ||
| Permit fees (electrical, if separate) | $ | $ | ||
| Permit fees (plumbing, if separate) | $ | $ | ||
| Permit fees (HVAC/mechanical, if separate) | $ | $ | ||
| Survey or as-built drawings | $ | $ | ||
| Pre-construction inspection or testing | $ | $ | ||
| HOA review / application fees | $ | $ | ||
| Pre-Construction Subtotal | $** | **$ |
Site Preparation and Demolition
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Interior demolition labor | $ | $ | ||
| Dumpster / debris removal | $ | $ | ||
| Hazardous material abatement (lead, asbestos) | $ | $ | ||
| Temporary protection (dust barriers, floor protection) | $ | $ | ||
| Exterior site preparation | $ | $ | ||
| Tree removal or site clearing | $ | $ | ||
| Demo / Site Prep Subtotal | $** | **$ |
Structural Work
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Foundation work | $ | $ | ||
| Framing (new walls, headers, beams) | $ | $ | ||
| Structural steel or engineered lumber | $ | $ | ||
| Floor system (joists, subfloor) | $ | $ | ||
| Roof framing (if applicable) | $ | $ | ||
| Sheathing (roof, wall) | $ | $ | ||
| Structural Subtotal | $** | **$ |
Plumbing Rough-In
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Plumbing rough-in labor | $ | $ | ||
| Supply pipe materials | $ | $ | ||
| Drain, waste, vent (DWV) materials | $ | $ | ||
| Water heater installation (if replaced) | $ | $ | ||
| Water heater unit | $ | $ | ||
| Plumbing Rough-In Subtotal | $** | **$ |
Electrical Rough-In
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Electrical rough-in labor | $ | $ | ||
| Wiring materials | $ | $ | ||
| Panel upgrade (if required) | $ | $ | ||
| New circuits (quantity: ____) | $ | $ | ||
| Low-voltage (data, AV, security rough-in) | $ | $ | ||
| Electrical Rough-In Subtotal | $** | **$ |
HVAC Rough-In
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Ductwork rough-in | $ | $ | ||
| HVAC equipment (furnace, AC, heat pump) | $ | $ | ||
| HVAC installation labor | $ | $ | ||
| Ventilation (bath fans, range hood rough-in) | $ | $ | ||
| HVAC Rough-In Subtotal | $** | **$ |
Insulation
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Wall insulation (type: __) | $ | $ | ||
| Ceiling/attic insulation | $ | $ | ||
| Floor insulation (if applicable) | $ | $ | ||
| Vapor barrier | $ | $ | ||
| Insulation Subtotal | $** | **$ |
Drywall
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Drywall materials | $ | $ | ||
| Hang and tape labor | $ | $ | ||
| Skim coat / plaster finish (if applicable) | $ | $ | ||
| Corner bead and accessories | $ | $ | ||
| Drywall Subtotal | $** | **$ |
Tile and Waterproofing
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Tile materials (quantity: ____ sq ft) | $ | $ | ||
| Tile labor | $ | $ | ||
| Waterproofing membrane (shower, wet areas) | $ | $ | ||
| Backerboard / tile underlayment | $ | $ | ||
| Grout, mortar, setting materials | $ | $ | ||
| Tile / Waterproofing Subtotal | $** | **$ |
Flooring
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Flooring materials (type: ______) | $ | $ | ||
| Flooring underlayment | $ | $ | ||
| Flooring installation labor | $ | $ | ||
| Transition strips, thresholds, trim | $ | $ | ||
| Flooring Subtotal | $** | **$ |
Cabinets and Countertops
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Cabinet units (quantity: ____) | $ | $ | ||
| Cabinet hardware (pulls, hinges) | $ | $ | ||
| Cabinet installation labor | $ | $ | ||
| Countertop material (type: ______) | $ | $ | ||
| Countertop fabrication and installation | $ | $ | ||
| Backsplash (if not in tile line above) | $ | $ | ||
| Cabinets / Counters Subtotal | $** | **$ |
Fixtures and Appliances
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Plumbing fixtures (faucets, sinks, toilet, tub) | $ | $ | ||
| Plumbing trim-out labor | $ | $ | ||
| Light fixtures | $ | $ | ||
| Electrical trim-out labor (devices, covers) | $ | $ | ||
| Appliances (itemize below) | |||
| — Refrigerator | $ | $ | ||
| — Range / cooktop | $ | $ | ||
| — Dishwasher | $ | $ | ||
| — Microwave / hood | $ | $ | ||
| — Other: ____ | $ | $ | ||
| Appliance delivery and installation | $ | $ | ||
| HVAC trim-out (registers, grilles, thermostats) | $ | $ | ||
| Fixtures / Appliances Subtotal | $** | **$ |
Paint
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Paint materials (primer, finish coats) | $ | $ | ||
| Interior painting labor | $ | $ | ||
| Exterior painting (if applicable) | $ | $ | ||
| Paint Subtotal | $** | **$ |
Final Finishes and Millwork
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Interior doors and hardware | $ | $ | ||
| Door installation labor | $ | $ | ||
| Trim and molding (base, casing, crown) | $ | $ | ||
| Trim installation labor | $ | $ | ||
| Closet systems | $ | $ | ||
| Stair work (if applicable) | $ | $ | ||
| Mirror and medicine cabinet | $ | $ | ||
| Shelving and accessories | $ | $ | ||
| Final Finishes Subtotal | $** | **$ |
Cleanup and Site Restoration
| Line Item | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|
| Final construction cleanup | $ | $ | ||
| Touch-up paint and punch list | $ | $ | ||
| Landscaping restoration (if disturbed) | $ | $ | ||
| Cleanup Subtotal | $** | **$ |
Budget Summary
| Category | Estimated | Actual |
|---|---|---|
| Pre-Construction | $ | $ | |
| Demo / Site Prep | $ | $ | |
| Structural | $ | $ | |
| Plumbing Rough-In | $ | $ | |
| Electrical Rough-In | $ | $ | |
| HVAC Rough-In | $ | $ | |
| Insulation | $ | $ | |
| Drywall | $ | $ | |
| Tile / Waterproofing | $ | $ | |
| Flooring | $ | $ | |
| Cabinets / Counters | $ | $ | |
| Fixtures / Appliances | $ | $ | |
| Paint | $ | $ | |
| Final Finishes | $ | $ | |
| Cleanup | $ | $ | |
| Construction Subtotal | $** | **$ | |
| Contingency (____%) | $** | **$ | |
| PROJECT TOTAL | $** | **$ |
Contingency % used: _% Remaining contingency: $_______
B.3 Home Maintenance Log Template
Purpose. A complete maintenance log is one of the most valuable documents a homeowner can have. It protects your warranties, supports insurance claims, assists future buyers, and helps you track when things are due. Log every repair, service call, and maintenance task — even minor ones.
Log Instructions
- Create a new row for each task or service event.
- "Next Service Due" is the most actionable field — review it at the start of each season.
- Retain receipts and attach documentation numbers where possible.
- Keep a copy offsite (cloud storage, safe deposit box, or a trusted person's home) — original records are often lost in the events that require them most.
Maintenance Log
| Date | System / Location | Task Performed | Materials Used (Brand, Model, Part #) | Cost | Contractor Name & Phone | Warranty Expiration | Next Service Due | Notes / Observations |
|---|---|---|---|---|---|---|---|---|
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Major Equipment Register
Record every major piece of equipment when installed or when you purchase a home. This is the reference document for warranty claims and replacement planning.
| Equipment | Brand | Model | Serial # | Install Date | Est. Age at Purchase | Warranty Expires | Contractor Installed | Expected Lifespan | Notes |
|---|---|---|---|---|---|---|---|---|---|
| Furnace / Air Handler | 15–25 yr | ||||||||
| Air Conditioner / Heat Pump | 12–18 yr | ||||||||
| Water Heater | 8–14 yr | ||||||||
| Electrical Panel | 40+ yr | ||||||||
| Refrigerator | 10–18 yr | ||||||||
| Dishwasher | 9–15 yr | ||||||||
| Washer | 10–14 yr | ||||||||
| Dryer | 10–15 yr | ||||||||
| Range / Oven | 13–20 yr | ||||||||
| Sump Pump | 7–12 yr | ||||||||
| Roof (last replacement) | N/A | N/A | Varies by type | ||||||
| Garage Door Opener | 10–15 yr | ||||||||
| Other: ______ | |||||||||
| Other: ______ |
B.4 Home Purchase Systems Assessment Worksheet
How to use this worksheet. Bring this worksheet on every home showing and during your inspection walkthrough. It is a field tool — messy notes are fine. The goal is to build a picture of the home's mechanical systems before you commit to a purchase price. No worksheet substitutes for a professional inspection, but this tool helps you know what questions to ask and what to prioritize.
Property Information
Address: _______________________________________________________
Date of visit: _______________ Your inspector: ______________________
Year built: _______________ Listing price: $______________________
Listing agent: _______________________________________________________
Foundation and Structure
| Observation Point | Notes | Concern Level (Low/Med/High) |
|---|---|---|
| Basement or crawlspace type | ||
| Visible cracks in foundation walls | ||
| Stair-step cracks in masonry (settlement indicator) | ||
| Horizontal cracks in foundation walls (pressure indicator) | ||
| Water stains or efflorescence on foundation walls | ||
| Standing water or moisture in basement/crawlspace | ||
| Floor levelness (walk perimeter, note soft spots) | ||
| Visible wood rot or insect damage in structural members | ||
| Evidence of previous repairs (patching, sister joists) |
Red flags (check all that apply): - [ ] Horizontal cracks in foundation wall - [ ] Active water entry or standing water - [ ] Sagging or uneven floor (more than minor) - [ ] Visible pest damage to sill plates or joists
Structural specialist needed? YES / NO / MAYBE
Estimated concern level: LOW / MEDIUM / HIGH
Notes:
___________________________________________________________________________
___________________________________________________________________________
Roof
| Observation Point | Notes |
|---|---|
| Roofing material (asphalt, metal, tile, etc.) | |
| Estimated age of roof (ask seller; check disclosure) | |
| Visible condition from ground (curling, missing shingles) | |
| Sagging or uneven ridge line | |
| Visible condition of flashing (chimney, valleys, walls) | |
| Gutters: condition, slope, downspout extensions | |
| Evidence of patching or multiple layers | |
| Attic: visible daylight through roof sheathing? | |
| Attic: water stains on rafters or sheathing? | |
| Attic: adequate ventilation (soffit and ridge vents)? |
Estimated remaining life: _ years Replacement cost estimate: $_______
Red flags (check all that apply): - [ ] Roof over 20 years old with asphalt shingles - [ ] Multiple layers of shingles (adds cost to replacement) - [ ] Visible daylight in attic - [ ] Active water stains in attic
Roofing specialist needed? YES / NO / MAYBE
Electrical System
| Observation Point | Notes |
|---|---|
| Panel brand and model | |
| Service size (amps) — look for 100A, 150A, 200A | |
| Panel condition (corrosion, scorch marks, double-tapping) | |
| Wiring visible in unfinished areas (type: NM cable, aluminum, knob-and-tube) | |
| GFCI protection present in kitchen, baths, garage, exterior? | |
| Evidence of DIY wiring (junction boxes, exposed splices) | |
| Number of circuits seems adequate for home size? | |
| Grounded outlets (3-prong) throughout? | |
| Panel location and accessibility |
Known problem panels (flag for electrician review): Federal Pacific Stab-Lok / Zinsco / Pushmatic / Split-bus panels: YES / NO / UNKNOWN
Red flags (check all that apply): - [ ] Federal Pacific, Zinsco, or other known-problem brand - [ ] Aluminum branch circuit wiring (pre-1974) - [ ] Knob-and-tube wiring present - [ ] Double-tapped breakers (two wires on one breaker) - [ ] Service size under 100A (inadequate for most modern homes) - [ ] Visible scorch marks or evidence of overheating
Electrical specialist needed? YES / NO / MAYBE
Estimated upgrade cost if issues found: $___
Plumbing
| Observation Point | Notes |
|---|---|
| Supply pipe material (visible in basement/crawl) | |
| Drain pipe material (cast iron, ABS, PVC, Orangeburg) | |
| Water heater brand, model, age (see label on unit) | |
| Water heater condition (rust, corrosion, leaks) | |
| Water pressure (run faucet; note if low or surges) | |
| Visible shutoff valves present and accessible? | |
| Evidence of previous leaks (staining under sinks) | |
| Sewage smell anywhere in house? | |
| Evidence of galvanized pipe (brown water, low pressure) | |
| Sump pump present and operational? | |
| Septic or municipal sewer? (If septic — when last pumped?) |
Red flags (check all that apply): - [ ] Galvanized steel supply pipes (corrosion, restricted flow) - [ ] Orangeburg sewer pipe (deteriorates; requires replacement) - [ ] Polybutylene (PB) pipe (recall history; prone to failure) - [ ] Water heater over 12–15 years old - [ ] Sewage smell (drain, sewer, or septic issue) - [ ] Evidence of active leaks or chronic water damage
Plumbing specialist needed? YES / NO / MAYBE
Estimated repair/replacement cost if issues found: $___
HVAC
| Observation Point | Notes |
|---|---|
| Heating system type (forced air, boiler, heat pump, etc.) | |
| Furnace/heating unit brand and model | |
| Estimated age of heating system (see data plate on unit) | |
| Cooling system type (central AC, heat pump, window, none) | |
| Condenser unit age and condition (exterior visual) | |
| Filter condition (check filter slot — dirty = neglected maintenance) | |
| Ductwork condition in unfinished areas (visible sections) | |
| Thermostat type and operation | |
| Return air vents present in major rooms? | |
| Chimney condition (visible cracks, missing mortar) |
Red flags (check all that apply): - [ ] Heating system over 20 years old - [ ] Cooling system over 15 years old - [ ] Extremely dirty filter (indicates neglected maintenance) - [ ] Rust or corrosion on heat exchanger or furnace cabinet - [ ] Ductwork disconnected or heavily air-leaking - [ ] No cooling system in hot climate
HVAC specialist needed? YES / NO / MAYBE
Estimated remaining life — heating: _ years Cooling: ___ years
Basement / Crawlspace
| Observation Point | Notes |
|---|---|
| Moisture evidence (staining, efflorescence, mold smell) | |
| Active water entry points visible? | |
| Vapor barrier present in crawlspace? | |
| Insulation in crawlspace or basement ceiling? | |
| Evidence of wood decay or pest damage? | |
| Radon mitigation system present? | |
| Sump pump present, operational, has backup? | |
| Floor drain present and functional? |
Moisture assessment: DRY / OCCASIONAL / CHRONIC WET
Radon test recommended? YES / NO (Recommend for all homes in moderate or high radon zones)
Hazardous Materials Checklist
Homes built before 1978 may contain lead paint. Homes built before 1980 may contain asbestos in floor tiles, ceiling tiles, pipe insulation, and HVAC insulation. Neither is necessarily dangerous if undisturbed, but both require disclosure and affect renovation costs.
| Material | Risk Indicator | Present? | Notes |
|---|---|---|---|
| Lead paint | Pre-1978 construction, peeling paint | YES / NO / UNKNOWN | |
| Asbestos (floor tile) | 9"x9" or 12"x12" vinyl tile, pre-1980 | YES / NO / UNKNOWN | |
| Asbestos (pipe insulation) | White or gray wrap on pipes, pre-1980 | YES / NO / UNKNOWN | |
| Asbestos (ceiling tile) | Acoustic tile, pre-1980 | YES / NO / UNKNOWN | |
| Asbestos (HVAC duct insulation) | Gray fibrous duct wrap, pre-1980 | YES / NO / UNKNOWN | |
| Oil storage tank (underground) | Ask seller; check for fill pipe at foundation | YES / NO / UNKNOWN | |
| Oil storage tank (above ground) | Visible in basement or exterior | YES / NO / UNKNOWN | |
| Urea formaldehyde insulation (UFFI) | 1970s–1980s foam-injected insulation | YES / NO / UNKNOWN |
Specialist inspections for hazardous materials needed? YES / NO
Deferred Maintenance Cost Estimate
List items that appear neglected but not structurally critical. These are costs you will bear after purchase.
| Item | Estimated Cost (Low) | Estimated Cost (High) |
|---|---|---|
| $ | $ | ||
| $ | $ | ||
| $ | $ | ||
| $ | $ | ||
| $ | $ | ||
| $ | $ | ||
| $ | $ | ||
| Deferred Maintenance Total | $** | **$ |
Specialty Inspections to Add to Inspection Contingency
- [ ] Structural engineer — reason: ___________
- [ ] Electrician — reason: ____________
- [ ] Plumber / sewer scope — reason: _________
- [ ] HVAC technician — reason: ________
- [ ] Roofing specialist — reason: ______
- [ ] Environmental (lead, asbestos, radon, oil tank) — reason: ___
- [ ] Chimney / fireplace specialist — reason: ________
- [ ] Pest / termite inspection — reason: ______
- [ ] Septic inspection — reason: _______
- [ ] Other: _________
Overall Assessment
Systems in good condition (no major concerns):
___________________________________________________________________________
Systems with moderate concerns (budget for repair within 1–3 years):
___________________________________________________________________________
Systems with serious concerns (immediate cost or deal-breaker potential):
___________________________________________________________________________
Total estimated immediate repair/replacement cost: $___
Total deferred maintenance estimate: $___
Overall assessment: STRONG BUY / PROCEED WITH CAUTION / WALK AWAY
Notes:
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
B.5 Contractor Contract Checklist
Purpose. Review this checklist against any contract before you sign. Every item below is a standard provision that a legitimate contractor should include without resistance. Missing items are not minor oversights — they are gaps in your legal protection. Request additions in writing before signing. Do not accept verbal assurances about any of these items.
Contractor Identity and Credentials
- [ ] Full legal name of contractor's business entity (not just a trade name or nickname)
- [ ] Physical business address (not just P.O. Box)
- [ ] Contractor's license number stated in contract
- [ ] License type and issuing jurisdiction stated
- [ ] General Liability insurance carrier, policy number, and coverage amount stated
- [ ] Workers' Compensation insurance carrier and policy number stated, OR written WC exemption certificate attached
- [ ] Names of any subcontractors who will perform work, if known
Scope of Work
- [ ] Written description of all work to be performed — specific enough that you could verify completion
- [ ] All materials specified by brand, model number, grade, or equivalent description (not just "standard materials" or "similar to")
- [ ] What is explicitly NOT included in this contract (exclusions listed)
- [ ] Description of what will happen if unforeseen conditions are discovered (e.g., rot, asbestos, hidden damage)
- [ ] Any allowance amounts clearly stated and distinguished from fixed-price items
Schedule
- [ ] Project start date stated
- [ ] Substantial completion date stated (or milestone schedule)
- [ ] Provision for what constitutes a valid schedule extension (weather, permit delays, material unavailability)
- [ ] Process for notifying you of schedule changes
Payment
- [ ] Total contract price stated
- [ ] Payment schedule tied to specific milestones (not just dates)
- [ ] Deposit amount stated (should typically be no more than 10–30% depending on project size and jurisdiction — check your state's rules)
- [ ] No provision for paying 100% before work begins
- [ ] Final payment clearly described as due only upon completion and your satisfaction, not upon contractor's declaration of completion
Change Orders
- [ ] Change order procedure explicitly defined
- [ ] Change orders must be in writing
- [ ] Change orders must be signed by both parties before additional work begins
- [ ] Change order pricing method defined (time and materials vs. fixed price)
- [ ] Oral change orders explicitly excluded
Permits and Inspections
- [ ] Who is responsible for pulling required permits (should be the contractor in most cases)
- [ ] Who bears the cost of permits
- [ ] Contractor agrees to schedule and facilitate all required inspections
- [ ] Work must pass all inspections before final payment
Warranty
- [ ] Warranty on labor — duration stated (one year minimum is standard for most residential work)
- [ ] Warranty on materials — manufacturer's warranty terms described or referenced
- [ ] Warranty start date defined (typically date of substantial completion)
- [ ] Process for reporting warranty issues defined
- [ ] Warranty service response time defined
Cleanup and Site Conditions
- [ ] Contractor responsible for daily cleanup and debris removal
- [ ] Final cleanup included in scope
- [ ] Damage to existing property during construction — contractor's responsibility and process for addressing it
Dispute Resolution
- [ ] Process for resolving disputes described (negotiation, mediation, arbitration, or litigation)
- [ ] Jurisdiction specified (which state's law governs)
- [ ] If arbitration: confirm you understand that arbitration typically waives your right to a jury trial
Right to Cancel or Terminate
- [ ] Your right to cancel for cause (contractor default, failure to perform) and the process
- [ ] What constitutes contractor default
- [ ] Process for determining what you owe if you terminate for convenience (your decision, not contractor's fault)
- [ ] Process for termination if contractor abandons the project
Lien Waivers
- [ ] Contractor agrees to provide lien waivers (or lien releases) from all subcontractors and material suppliers upon payment
- [ ] Final unconditional lien waiver from contractor due at time of final payment
- [ ] If your state has a preliminary lien notice requirement: you understand the process
Checklist Summary
| Section | All Items Present? | Items Missing (list) |
|---|---|---|
| Contractor identity and credentials | YES / NO / PARTIAL | |
| Scope of work | YES / NO / PARTIAL | |
| Schedule | YES / NO / PARTIAL | |
| Payment terms | YES / NO / PARTIAL | |
| Change order procedure | YES / NO / PARTIAL | |
| Permits and inspections | YES / NO / PARTIAL | |
| Warranty | YES / NO / PARTIAL | |
| Cleanup | YES / NO / PARTIAL | |
| Dispute resolution | YES / NO / PARTIAL | |
| Right to cancel/terminate | YES / NO / PARTIAL | |
| Lien waivers | YES / NO / PARTIAL |
Missing items requested from contractor on (date): ___
Missing items received on (date): ___
Contract signed on (date): __ Contract value: $__
Final note. No contract checklist makes a bad contractor into a good one. A complete contract protects you when a previously good contractor encounters a problem — and in a business as unpredictable as construction, problems are routine. The contract is not evidence of distrust; it is the professional standard that good contractors expect and accept without objection.