Quick answer
Ask each contractor for a fully itemized, apples-to-apples quote that spells out scope, materials, allowances, exclusions, timeline, permits, insurance, warranty, payment schedule, and change order process. Verify license and insurance, check references and recent jobs, and make sure the quote is based on a shared written scope with clear product specs. Compare not only price, but also clarity, completeness, and professionalism.
What to ask every contractor
- Are you licensed for this trade and municipality, and will you pull the permit
- Can you provide current general liability and workers comp insurance certificates naming me as certificate holder
- Who will be on site daily and who are your subcontractors
- Can I see two recent similar projects and speak to those clients
- What is the project timeline with start and substantial completion dates
- How do you handle change orders, unforeseen conditions, and cost overruns
- What is the warranty on labor and materials
- How will the site be protected and cleaned up daily
What to check on the quote
Ask for an itemized estimate that includes:
- Scope of work by task, not just a lump sum
- Materials with brand, model, and grade
- Allowances for items not yet selected with realistic unit costs
- Exclusions and assumptions stated in writing
- Permits, inspections, dumpster, haul-away, and disposal fees
- Prep work and protection (dust walls, floor protection, lead-safe practices if pre-1978)
- Timeline and working hours
- Payment schedule tied to milestones, not dates
- Warranty details
Example spec block you can require for consistency:
Kitchen remodel scope
- Cabinets: plywood boxes, soft-close, factory painted, mid-grade line, linear feet 28
- Countertops: quartz, 3 cm, price allowance 70 dollars per square foot
- Flooring: LVP, 20 mil wear layer, sound underlayment included, area 320 square feet
- Electrical: 6 new circuits, GFCI where required, permit and inspection included
- Plumbing: new shutoffs, supply lines, install apron sink and garbage disposal
- Protection: ram board on floors, plastic dust walls, HEPA vacuum daily
- Cleanup and haul-away included
- Warranty: 1 year labor
Step by step comparison process
1) Define one shared scope. Write a simple scope and spec sheet and give it to every bidder. No one is allowed to bid off a different plan.
2) Request itemized bids. Ask for labor and material separated where possible, plus allowances.
3) Normalize allowances. If one bid carries 3 dollars per square foot tile and another 6 dollars, adjust to the same number to compare fairly.
4) Verify inclusions. Look for permits, demo, disposal, surface prep, and protection. Missing line items are future change orders.
5) Check schedule and crew. Ensure the quoted timeline matches your needs and that the contractor is not juggling too many jobs.
6) Review contract terms. Payment schedule, change order rates, warranty, and dispute process should be in writing.
7) Call references and visit a job. Look for site organization, dust control, and quality.
8) Choose best value, not lowest price. Consider clarity, communication, reviews, and your comfort with the team.
Tools and materials to help you compare
- Tape measure or laser distance measurer to verify quantities
- Notebook or spreadsheet for line-by-line comparison
- Phone camera to document existing conditions and pre-bid walkthroughs
- Moisture meter if there are water issues that could affect scope
- Stud finder and flashlight for quick site checks during walk-throughs
- GFCI tester if electrical upgrades are part of the project
Safety and compliance checks
- Pre-1978 homes: ask for EPA lead-safe certification and plan for containment and HEPA cleanup
- Suspected asbestos or mold: budget for testing and abatement before work
- Insurance: general liability at 1 million per occurrence and proof of workers comp for all workers on site
- Permits: ensure the bid includes permit fees and required inspections
Cost and payment guidance
- Deposit: 10 to 20 percent is common. Larger upfront amounts only for special order materials paid directly to the supplier when possible
- Progress payments: tie to milestones such as rough-in complete and inspected, drywall complete, cabinets installed
- Retainage: holding 5 to 10 percent until final punch list is done encourages completion
- Change orders: require written approval with time and materials rate and markup disclosed. Markups of 10 to 20 percent are typical
Tips for best results
- Require brand, series, and model for major materials to avoid substitutions
- Ask for unit costs for common changes, such as per square foot drywall patching or per recessed light added
- Build a 10 to 15 percent contingency for surprises in older homes
- Set working hours, parking, and restroom access expectations in the contract
- Schedule a weekly site check with a short punch list to keep momentum
Common mistakes to avoid
- Choosing solely on lowest price
- Accepting vague scopes or allowances that are too low to be realistic
- Paying large cash deposits with no paper trail
- Not verifying license, insurance, and permit inclusion
- Relying on verbal promises instead of written change orders and specs
When to bring in another pro
- If the scope is unclear, hire a designer or architect to produce drawings and a spec sheet that all contractors can bid on
- For structural changes, load bearing walls, or foundation work, involve a structural engineer
- For complex electrical or plumbing rework, consider a pre-bid consult from a licensed trade pro to tighten the scope
- If you suspect lead, asbestos, or mold, call a certified inspector before bidding
By standardizing your scope, insisting on itemized bids, and verifying credentials, you will get quotes you can compare fairly and a project that stays on budget and on schedule.