The contractor vetting checklist

What this tool helps with

The contractor vetting checklist is a simple download you can use when you are planning a new build, home addition, structural repair, or major renovation. It helps you slow down, ask the right questions, and keep notes in one place while you compare contractors. That matters because many problems start before the first day of work. A vague bid, missing insurance, unclear payment schedule, or no permit plan can turn into delays, disputes, and extra cost later.

This tool is built for real homeowners, including first-time homeowners and families who may prefer plain language over construction jargon. You do not need technical knowledge to use it. The checklist focuses on the basics that most homeowners can and should verify: license status, insurance, bond coverage where required, experience with your type of project, references, permits, contract terms, payment schedule, change orders, and who will actually be on site.

It is not a pass-or-fail scorecard and it is not professional, legal, or engineering advice. It is a practical way to organize your questions so you can choose your own licensed professional with more confidence. Always verify credentials yourself with the appropriate state or local agency before signing a contract.

What is inside the checklist

The download is designed to help you compare more than one contractor side by side. Instead of relying on memory after a quick call or meeting, you can write down what each contractor provided, what is still missing, and what needs follow-up.

• License check: contractor license number, status, expiration date, and whether the license fits your project type
• Insurance check: general liability and workers' compensation coverage, plus proof dates
• Bond check: whether the contractor is bonded where your state or local rules require it
• Project fit: experience with additions, structural work, major remodels, or ground-up construction
• References: recent projects, what past clients said, and whether the work was finished as promised
• Permit plan: who pulls permits, who schedules inspections, and how changes get documented
• Bid review: scope of work, allowances, exclusions, materials, cleanup, and warranty language
• Payment review: deposit amount, draw schedule, and what must happen before each payment
• Team review: who manages the job daily, what subcontractors may be used, and how communication works
• Red flags: pressure to sign fast, large cash requests, missing paperwork, or unwillingness to answer basic questions

How to use the checklist

Start by downloading the checklist before you begin calls or meetings. Try to speak with at least two or three licensed contractors for a major project. Use one copy for each contractor so you can compare them fairly. If a contractor avoids basic questions or refuses to provide license and insurance details, mark that clearly and move on.

Bring the checklist to phone calls, site visits, and estimate meetings. Ask direct questions and write down the answers in plain words. You do not need to act like an expert. Good contractors should be willing to explain their process clearly, provide documentation, and tell you what is included and excluded from the proposed work.

After each meeting, review your notes while the details are still fresh. Check every license number yourself. Ask for current proof of insurance. Read the proposed scope carefully. Make sure you understand who is responsible for permits and inspections. If something is missing, ask for it in writing. This extra step can save a lot of stress later.

• Print one checklist per contractor or keep separate digital copies
• Write down the full business name, not just a person's first name
• Verify license status directly with your state or local licensing board
• Request proof of insurance and confirm the dates are current
• Compare scope details line by line, not just total price
• Look for clear change-order and payment terms before signing
• Take your time and avoid same-day decisions on large projects

What to watch for when you compare contractors

A lower number is not always the better choice. One contractor may look cheaper because key items are missing from the scope, permit costs are excluded, or allowances are unrealistically low. Another may be more organized, clearer about the timeline process, and better documented. The checklist helps you spot these differences so you are comparing complete proposals, not just headline prices.

Pay close attention to communication. If a contractor is hard to reach before the contract, that often will not improve after work begins. Notice whether answers are specific or vague. Notice whether they explain delays, inspections, subcontractors, and change orders clearly. Good communication does not guarantee a perfect project, but poor communication is a common warning sign.

Also watch for pressure. Be careful if someone asks for a large upfront payment, pushes you to sign immediately, says permits are not needed without explanation, or avoids providing a written contract. For major projects, homeowners should expect paperwork, details, and time to review everything. Choosing a licensed, bonded and insured contractor and verifying credentials is one of the best basic protections you have.

Download the free checklist

The checklist is free. Download it, save a copy, and use it whenever you start meeting contractors. Many homeowners print extra pages so they can compare bids and notes side by side. If English is not your first language, it may also help to review the checklist with a family member or trusted friend before meetings so you feel more comfortable asking questions.

This tool is meant to make the process easier, not harder. You are not expected to know everything. You are simply creating a clear record of what each contractor says, provides, and puts in writing. That record makes it easier to choose carefully and avoid rushed decisions.

Next step: get matched when you are ready

When you are ready to speak with contractors, Mainstay Builders can help you get matched with licensed, bonded and insured general contractors for new builds, additions, structural work, and major renovations. We are a free matching service for homeowners. We do not perform the work, and we do not replace your own review of licenses, insurance, references, bids, and contract terms.

Getting matched can save time if you are not sure where to start. It can also help if you want to compare more than one contractor instead of relying on the first name you hear. You stay in control of the decision. Review the checklist, verify credentials, ask questions, and choose the licensed pro you believe is the best fit for your project.