When you’re investing in a renovation or construction project, choosing the right contractor is one of the most important decisions to make. As architects, we have seen projects delayed, budgets stretched, or results below expectations due to contractor issues that could’ve been prevented. To help our clients navigate this, here’s a practical guide to hiring a contractor — with key pointers from the Virginia Department of Professional and Occupational Regulation (DPOR).
Rule 1: Use a Licensed Contractor, and Verify It.
One of the first rules is: deal only with licensed contractors. Virginia law requires that contractors meet state competency and licensing standards.
Even if a person claims to be “just doing side jobs,” unlicensed work may mean you have limited legal recourse if something goes wrong.
Before you move forward:
- Check the license status (and whether there have been disciplinary actions) via the DPOR’s license lookup tool.
- Confirm that the contractor is licensed for exactly the kind of work you’re hiring for (e.g. general contracting, plumbing, HVAC, specialty work).
Rule 2: Get Multiple Written Estimates & Ask Questions
- Visit a current project and talk to their current clients.
- Ask the contractor to explain how they handle communications, schedule, and questions that arise during the construction phase.
- Beware of a builder that has never seen a challenge during construction. You’ll want to hear from them how they deal with the challenges, because in construction, there are always challenges.
Rule 3: Insist on a Detailed, Written Contract
Verbal agreements are risky. DPOR reminds homeowners that licensed contractors are required by law to provide a written contract for residential work, signed by both parties.
A solid contract should include:
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- The full scope of work (what’s included, what’s excluded)
- Start and end dates (or schedule with milestones)
- Payment schedule tied to completed work (not just arbitrary dates)
- Any warranties or guarantees
- How change orders will be handled
- What happens in the event of delays, disputes, or termination
Make sure all promises, guarantees, and warranties are spelled out in writing — don’t trust oral statements.
Rule 4: Limit Your Upfront Payment & Tie Payments to Milestones
A red flag is when a contractor asks for large sums up front. DPOR suggests that a reasonable down payment should be no more than 10% or $1,000, whichever is less — unless the project requires custom or preordered materials, in which case up to 30% might be justifiable.
Also, divide subsequent payments over project milestones — each payment only issued after a defined portion of the work is satisfactorily completed. Don’t pay in full until the project is completed to your satisfaction and all documentation is turned over.
Rule 5: Be Alert to Warning Signs & Scams
DPOR outlines several “tip-offs” indicating possible trouble:
- Door-to-door solicitations (remember, you have a three-day right to cancel a contract signed in your home)
- Claims of leftover materials from another job
- High-pressure sales tactics (“you must decide right now”)
- Requests for full payment before work starts
- Only accepting cash or untraceable payment forms (e.g. Venmo, etc.)
If you notice any of these behaviors, proceed cautiously or walk away.
Rule 6: Ask for References, Photos, and Proof of Insurance
Beyond the basics above:
- Request recent project photos, ideally in the same style or scope as yours
- Ask for references (other clients) and follow up
- Confirm that the contractor carries liability insurance and worker’s compensation, and request certificates of insurance
If your project requires building permits or inspections, verify the contractor has done that before — and that they will handle it properly
Rule 7: Understand How Change Orders & Delays Work
Changes are almost inevitable. Be sure your contract states:
- How change orders must be handled (written, approved, priced)
- Whether extra time will be allowed for changes
- What happens when delays (weather, supply chain, permit holdups) occur
This clarity helps prevent disputes later.
Rule 8: Document Everything & Maintain Communication
Keep a project file:
- Copies of the contract, any change orders, subcontracts, invoices
- Photos taken before, during, and after work
- Written correspondence (emails, texts)
- Weekly or regular progress meetings/agendas
Good communication helps ensure transparency and gives you evidence if disagreements arise.
Rule 9: Understand Your Legal Rights in Virginia
Because the contractor is licensed through DPOR, certain consumer protections apply. If things go wrong:
As architects, we have seen the consequences when contractors are hired without due diligence: design intent is diluted, structural or code compliance errors, cost overruns, and definitely frustration. A well-selected contractor who understands your goals, communicates clearly, and honors contracts is essential to turning architectural visions into reality.
