Contractor Walkthroughs – How to Run a Productive Site Meeting

How to prepare for, lead, and evaluate contractor site visits during the bidding process

Introduction

Once you’ve sent out your bid package, the next step is to invite contractors to visit the site in person. These walkthroughs give contractors a chance to see the existing conditions, ask questions about the scope, and start thinking about how they’ll approach the job.

They also give you a chance to meet them face to face and observe how they work, communicate, and engage with your project. The better the walkthrough, the more accurate and useful the bids you receive will be.

What Walkthroughs Are and Why They Matter

Contractor walkthroughs are typically 30 to 60 minutes long and take place on-site, whether at a home, commercial space, or undeveloped lot.

Walkthroughs allow contractors to:

• Assess site access, existing conditions, and unique challenges
• Clarify any gray areas in the scope of work or plans
• Take measurements or photos for reference
• Raise constructability concerns that might affect pricing
• Begin thinking through scheduling, subcontractors, and materials

They also help you:

• Meet the person or team who may build your project
• Evaluate how organized, experienced, and communicative they are
• Ask your own questions and get a feel for how the contractor works

How the Walkthrough Is Typically Scheduled

Once you’ve identified the contractors you want to meet with, you or your design team, if they are staying involved, will usually reach out to each one directly to schedule a walkthrough. This initial connection is often made by email, phone, or through a referral introduction.

Here’s how it typically goes:

1. You send the bid package and briefly describe the project.
   
2. You ask if they’re available to walk the site and provide a quote.
   
3. The contractor responds with a few time options or requests more details.
   
4. You confirm a date and time that works for both parties, ideally during daylight hours and when the space is accessible.
   
5. You may send a reminder and reattach the scope or plans a day or two before the meeting.

Tip: If the property is hard to access (gated, tenant-occupied, etc.), be sure to let the contractor know in advance. This helps avoid confusion or delays the day of the walkthrough.

If you’re meeting multiple contractors, it’s fine to book them a few days apart to give yourself breathing room. Don’t feel pressured to rush through them, each meeting is a chance to learn something new about your project.

How to Prepare Before the Walkthrough

To make the meeting productive for both sides, it helps to do a bit of prep work:

• Finalize your bid package (see the previous page)
• Send it to the contractor in advance, ideally a day or two before
• Let them know the property status (occupied, vacant, under construction)
• Print a copy of your Scope of Work or plans to have on hand
• Be ready to walk through your goals, timeline, and any concerns
• Give them a way to follow up with questions after the visit

What to Observe During the Meeting

You’re not just giving a tour, you’re learning about how the contractor works. While they’re walking the job, take mental notes on things like:

• Did they show up on time and come prepared?
• Did they seem engaged and focused on your project?
• Were they reviewing your scope or plans as they walked?
• Did they take notes, measurements, or flag potential issues?
• Were they honest and realistic about timeline, scope, or unknowns?

Note: Don’t judge the meeting too harshly; this is often just the first conversation. Contractors are also evaluating whether your project is a good fit for them. It’s normal for both sides to need a little back and forth before either party feels confident moving forward. They also prefer clients who are organized, decisive, and realistic about budgets and timelines. Being professional and responsive will help attract the best contractors.

What to Share or Clarify During the Visit

You don’t need to act like a project manager, just walk them through your goals, your scope, and anything they need to know about the site. Be ready to share:

• The Scope of Work (and any gray areas)
• What parts of the project are already designed or permitted
• Known constraints: HOA restrictions, site access, utility issues
• Budget or schedule goals (if you’re comfortable sharing)
• Your decision timeline – when you expect to select a contractor

If there are specific elements you’re unsure about (e.g., structural questions, alternative finish options), it’s okay to ask for feedback. Many contractors will offer insights that can help you refine the scope before locking in pricing.

Questions to Ask Contractors During or After the Walkthrough

You don’t need to ask every question in one sitting, but these topics can help you better understand how the contractor works and whether they’re a good fit for your project.