Once you’ve signed a contract and the team is preparing to start construction, your role as the project owner doesn’t disappear; it just shifts. This phase introduces new responsibilities, decisions, and tools that help you stay informed and proactive without getting overwhelmed.
This page explains key topics that commonly arise after construction begins and shows you how to use the downloadable Post-Hire Resource Guide, which includes real-world templates, checklists, and sample communications to help you through the build.
Using the Post-Hire Resource Guide
This downloadable document is designed to support you from construction kickoff through project closeout. It includes:
- Kickoff and weekly site meeting agendas
- Lien waiver samples
- Glossary of construction terms
- Change order tracking templates
- Final inspection and punchlist checklists
- FF&E tracking sheets
- Certificate of Insurance review tips
- Sample communication templates
How to Use It:
- Print or bookmark it before construction begins
- Refer to the glossary when unfamiliar terms come up
- Use templates to track progress, payments, and changes
- Bring it to site meetings or whenever you check in with your contractor
New Topics to Understand Post-Hire
Even if your planning has been thorough, construction brings new realities. Below are important concepts that often don’t arise during preconstruction but matter once building begins.
Lien Waivers & Payment Verification
Every time you make a payment, request a lien waiver, a legal document waiving the right to file a lien for that amount. These should come from both your contractor and their subcontractors or suppliers.
Why It Matters: If your contractor fails to pay their subs or suppliers, they can still file a lien on your property, even if you already paid.
Action Steps:
- Ask for a conditional lien waiver before each payment
- Request an unconditional lien waiver after the check clears
- Confirm waivers are collected from all subcontractors and suppliers
Construction Slowdowns & Gaps
It’s common for construction to feel inconsistent; some days the site is bustling, others it’s empty. Delays might result from inspections, materials, or subcontractor schedules.
Why It Matters: These lulls can feel like red flags but are often normal.
Action Steps:
- Request a rolling 2–3 week schedule from your contractor
- Follow up if no one has been on site for multiple days
- Ask: “What’s the next step, and is anything holding it up?”
Backorders & Material Substitutions
Even pre-selected items, like tiles, fixtures, or appliances, can go out of stock or be delayed.
Why It Matters: Substitutions can affect quality, design, or price.
Action Steps:
- Ask how substitutions are handled in your contract
- Confirm any changes in writing, including price and timeline impact
- Pre-order specialty or non-standard items early (e.g., reclaimed wood, handmade tile, foreign-sourced fixtures)
Change Orders from Unforeseen Issues
Hidden problems often surface once walls or floors are opened. Rotted framing, bad wiring, or poor soil conditions may trigger change orders (COs).
Why It Matters: These are normal in construction, but the key is knowing what’s legitimate vs. what should’ve been accounted for in planning.
Action Steps:
- Ask: “What was discovered, why does it need to change, and how much will it cost?”
- Review your contract to verify whether this warrants a CO
- Insist on written approval for all change orders
Dispute Resolution & Communication Breakdown
If you encounter unresponsiveness, stalled work, or quality concerns, don’t panic; start by reviewing your contract’s dispute resolution process.
Why It Matters: Most contracts specify escalation steps like mediation or arbitration before legal action.
Action Steps:
- Document concerns clearly in writing
- Reference relevant contract terms
- If serious, consult your local contractor licensing board or a construction attorney before withholding payment
Final Payment, Closeout & Warranty
This is your last point of leverage. Don’t issue final payment until all obligations are fulfilled.
Action Steps:
- Walk the site with your contractor and develop a punchlist
- Collect final lien waivers, warranty docs, inspection sign-offs
- Ensure you know how to submit warranty claims later
Key Closeout Terms & Documents to Know
Understanding these terms will help you navigate the final stretch of your project and make sure everything is wrapped up properly. Most of these will come into play during the last 5%–10% of construction.
Punchlist
A punchlist is a list of final items that need to be completed, corrected, or fixed before the project is considered finished. These items are usually minor but important things like paint touch-ups, missing hardware, misaligned doors, or incomplete trim.
When it happens: Near the end of construction, usually once major work is complete and the space is usable.
What to do:
- Schedule a site walk with your contractor to go room by room and identify issues.
- Write down everything clearly and agree on a completion timeline.
- Don’t rush this; once you issue final payment, it’s harder to get unresolved issues fixed.
Tip: Some contractors include only one round of punchlist corrections in your contract. Make that round count by being thorough.
Operations & Maintenance (O&M) Manual
This is a compiled binder (or digital PDF) your contractor provides at project completion. It contains important information you’ll need for future maintenance or warranty claims.
What it should include:
- Product manuals and instructions
- Warranties (roof, appliances, fixtures, etc.)
- Contractor and subcontractor contact info
- Recommended maintenance schedules
- Paint colors, finish specs, and product models used
Why it matters: If something breaks, needs replacing, or you want to match a finish later, this manual is your reference point.
Action: Request the O&M manual before final payment if it hasn’t been delivered yet.
Warranties
Warranties protect you from defects or failures after construction is complete.
Types of warranties:
- Labor/Workmanship Warranty: Usually 1 year. Covers installation errors (e.g., a door that sticks, tile that lifts).
- Manufacturer Warranties: Varies by product, could be 5, 10, or even 25 years. Applies to windows, roofing, HVAC equipment, etc.
- Extended Warranties: Some contractors or subs offer longer warranties as a selling point.
What to do:
- Confirm what is covered and for how long in writing.
- Ask who you contact for warranty claims: the contractor, manufacturer, or someone else?
- Save all warranty documents with your O&M manual.
Certificate of Occupancy (CO)
The Certificate of Occupancy is issued by your local building department and confirms that your project meets building codes and is safe to occupy or use.
When it’s needed:
- Required for all new construction and most major remodels or additions.
- Without it, you may not legally be allowed to move in or use the space.
What to know:
- Your general contractor usually coordinates this with the city or county.
- It’s typically issued after all final inspections have passed.
- In some areas, a temporary certificate may be issued if small items are pending.
City/County Inspections
Most projects require multiple inspections throughout construction, framing, plumbing, electrical, insulation, final, etc.
What to expect:
- Your contractor should schedule and manage these.
- Inspectors may issue a correction notice if something doesn’t meet code.
- This is normal, it just means the issue must be fixed and re-inspected.
Tip: Ask for updates after each major inspection. If something fails, find out what’s being corrected and when it’ll be reinspected.
Disputes, Concerns & Staying Protected
Even the best-managed construction projects can run into challenges. The key is to recognize potential issues early, take smart action, and protect yourself through documentation and clear communication.
Take photos and document key interactions
Photos aren’t just for your records—they’re powerful proof if a disagreement arises later. Snap progress photos regularly, especially before and after key milestones, and save all texts, emails, and signed documents.
Example: If the contractor installs the wrong tile, having a dated photo of the correct selection or a signed approval document can help resolve the issue quickly.
Raise concerns early and clearly
Don’t wait until the issue has escalated. Politely bring up concerns as soon as something feels off, whether it’s a missed timeline, an incomplete scope item, or unclear communication.
- Use calm, factual language.
- Put concerns in writing (email is ideal).
- Ask for clarification, not confrontation.
Example: “Can you help me understand the reason for the delay in drywall installation? Are there any issues we should be aware of?”
Review your contract often
Your contract is your first line of defense. It outlines expectations around payment, changes, scheduling, quality, and dispute resolution. When in doubt, go back to what was agreed upon in writing.
Example: If a contractor says a new item requires a change order, check whether the item is already listed in the original scope or included in an allowance.
Escalate carefully if needed, and seek legal advice
If direct communication fails or the contractor becomes unresponsive, you may need to escalate. This can include:
- Requesting a formal meeting
- Sending a written notice (certified mail can add weight)
- Consulting a local consumer protection office or attorney
Never withhold payment or threaten to terminate the contract without first reviewing your contract terms and understanding the legal implications. A construction attorney can offer advice based on your specific contract and local laws.
Final Tips for Staying Involved
Construction can feel overwhelming, especially once the tools come out and decisions need to be made quickly. But by staying organized and involved (without micromanaging), you’ll set your project up for a smoother finish.
Stay proactive, not reactive
Don’t wait for issues to pile up. Check in regularly, once a week is often enough, so you stay informed and can spot concerns before they snowball. If the contractor sends updates, read them carefully. If not, ask for regular progress reports or a 2-week look-ahead schedule.
Example: Ask, “What work do you expect to be done by next Friday? Is anything holding that up?”
Use your contract and resource guide as reference points
The Post-Hire Resource Guide includes templates, glossaries, and tracking sheets to keep things organized. Your contract outlines your protections. Use both whenever a decision or disagreement arises.
Ask questions- no question is too small
Whether you’re unsure about a change order, timeline update, or invoice, ask for clarification. You don’t need to have a construction background to ask fair, reasonable questions.
Example: “Is this the final invoice or are there any additional charges expected?”
Keep written records of all approvals, changes, and communications
Avoid verbal agreements whenever possible. If something is discussed on the phone or in person, follow up with a summary email: “Just to confirm, we agreed you’ll be sourcing the light fixtures and they’ll be installed by the 15th, correct?”
Written documentation protects everyone involved and keeps the project on track.
Sample Scenarios & Email Templates
Helpful Wording for Real-World Situations
Even if you’ve built strong communication with your contractor, things can go off course. Whether you’re experiencing slow progress, need documentation, or are wrapping up the job, knowing how to phrase your emails can help maintain professionalism and protect your interests.
The downloadable Post-Hire Resource Guide includes pre-written email templates you can customize to suit your situation. These are designed to help you communicate clearly, calmly, and in writing—so you have a paper trail if things escalate.
Following Up on Slow Progress or Contractor Ghosting
Sometimes contractors or subcontractors stop showing up without explanation. Other times, work seems to stall with no update. In these moments, it’s important to reach out promptly, without assuming the worst.
Use this template when:
- There’s been no visible work for several days or more
- The contractor has stopped responding to messages or calls
Example email intro:
Hi [Contractor Name],
I wanted to check in as we haven’t seen any activity on site this week and haven’t received any recent updates. Could you please confirm the current status and what’s scheduled for the next few days? Let us know if there’s anything holding things up or any way we can help move things forward.
Asking for Lien Waivers and Payment Receipts
Every time you issue a progress payment, you should receive lien waivers to protect your property. If you haven’t received these, follow up before issuing the next payment.
Use this template when:
- You’re preparing to make a payment
- You need confirmation that past payments have been properly documented
Example email intro:
Hi [Contractor Name],
Before we send the next payment, could you please provide a conditional lien waiver for the current amount? Once the payment clears, we’ll also need an unconditional waiver. If there are any subcontractors or material suppliers, please include waivers from them as well. Let us know if you have questions – thanks!
Confirming Scope for Final Inspections
Toward the end of the project, it’s common to clarify what’s included in final inspections or punchlist work. This email helps confirm expectations and timelines.
Use this template when:
- You’re preparing for final walkthrough
- You want to confirm what is or isn’t included in the final scope
Example email intro:
Hi [Contractor Name],
As we prepare for the final walkthrough, could you confirm which scope items are still outstanding and which will be reviewed during inspection? We want to make sure nothing gets missed before final payment. If there are any remaining items that will be completed after inspection, please let us know.
Ending a Contract or Stopping Work (if Necessary)
If serious issues arise, such as repeated non-performance, lack of communication, or contract violations, you may need to formally pause or end the agreement. These templates help set a professional tone and protect your position.
Use this template when:
- You’re pausing payment or work due to unresolved issues
- You need to formally end the contract
Example email intro:
Hi [Contractor Name],
At this time, we’re pausing all further payments and work until we can resolve the issues listed below. These include [briefly list issues: e.g., no site activity since X date, unapproved scope changes, lack of response, etc.].
As outlined in our contract, we’re requesting a written response by [date] to clarify your position and discuss next steps. Please note we are reviewing our options, including mediation or legal consultation if needed.
These email templates are not legal documents but are designed to help you:
- Keep communication clear and respectful
- Ensure all agreements are documented
- Avoid misunderstandings or assumptions
- Create a paper trail that can be referenced later if escalation is necessary
Construction is complex, and even the most well-planned projects will have bumps along the way. Knowing what to expect and having the right tools can help you stay calm, clear, and proactive.
This guide isn’t a replacement for legal advice, but it’s meant to give you a head start when challenges arise.
What’s Next: You’re Ready to Build
You’ve reached the end of the preconstruction guide, and you’re now better equipped to manage your build from kickoff through completion. Whether you’re about to break ground or are midway through construction, revisit the relevant sections as needed, and don’t forget to download the Post-Hire Resource Guide.
Your planning efforts will pay off. The more informed you are, the smoother your construction experience will be.
🔗 Don’t forget to download the full Post-Hire Resources before your next site meeting.
Want to look back at a previous section? Return to the Resource Library