After three frustrating contractor experiences in previous renovations, I spent considerable time developing a proper vetting process before our current project (full main floor renovation + basement suite). Sharing in case it helps others avoid the same mistakes.
What went wrong before:
- Contractor abandoned project when 60% complete (cash flow problems on his end, no communication)
- Contractor who didn’t pull permits — we discovered 18 months later during refinancing
- Contractor who substantially under-quoted then added change orders to make up the difference
My current process (which I now follow rigorously):
Step 1: Only consider contractors with verifiable recent references from projects in the past 2 years. This forum and neighbour recommendations are my only sources now. No Kijiji, no Facebook Marketplace, no door-knockers.
Step 2: I call all three references and ask specific questions: final cost vs. original quote, timeline performance, how they handled problems, would they use again.
Step 3: I verify WSIB (check online, not just take their word), get the actual insurance certificate (not just “I have insurance”), verify their HST number.
Step 4: I require a detailed written contract with specific materials and payment tied to completion milestones. If they resist this, they’re off the list.
Step 5: I hold 10% until punch list is complete and all inspections are passed. This is in the contract.
Our current contractor has been excellent — 4 weeks in, no surprises, permits in place, proactive communication. Worth the extra vetting time.
What processes do others use?