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< Step 8: Find the right builder for your new home
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Step 10: Meet contractors for a walkthrough >
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Why walkthroughs are important
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Once you have a list of 3-5 prequalified contractors, you may feel the urge to start soliciting proposals right away. Why can’t I just describe my home on the phone or send a contractor the drawings?
The answer is that without a thorough walkthrough of your plot of land with the project plans, the contractor will not understand the unique site conditions, land use regulations, or design considerations they will need to create an accurate proposal.
By making your site’s conditions and project needs clear, you will save yourself money and the headache of retroactively negotiating a contract that did not initially include these unanticipated costs. Moreover, meeting the contractor in person will give you a sense of how well you will work together. Remember that home building is not a simple transaction — it’s a partnership that lasts months, or even years for larger projects. You want to hire someone who is a good communicator and is willing to compromise to solve unforeseen problems.
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The goals of the walkthrough:
- Convey as much about your site and project as possible, so that the contractor can better plan for the project, identify challenges early, and draw up an accurate proposal.
- Learn more about each contractor’s work history and experience with similar projects.
- Gauge whether you will be able to work well together.
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Schedule your meetings
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The first step is to arrange a time for your meeting and walkthrough, which usually last about 1 hour. Contractors may not be available over the weekend, so you may have to schedule it during the week. If you choose to take a day off from work, consider increasing efficiency by scheduling your meetings with up to three of your potential contractors in the same day. You can schedule your walkthroughs back to back, but leave some time between if you are concerned about running over.
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It can be challenging to keep your communications and documents organized and in one place. If you found your contractors through BuildZoom, you can manage all of your communications and exchanged files – whether they be text messages, emails, or calls – directly through your project dashboard.
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Preparing for a productive walkthrough
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Know your plans and lot limitations
In preparation for your walkthrough with the contractor, you should spend time reviewing and getting familiar with your floor plan. If your project is complex, your architect or engineer may need to be present at the walkthrough as well, but for most projects, the project owner should be able to orient the builder.
Send your floor plan and bring a printed copy
Send an electronic file such as a PDF of the floor plan to the contractor in advance of your meeting. Your architect will provide multiple sets of printed plans, so bring a copy to your walkthrough with the contractor. If you lend a copy to a contractor, remember to request them back if you don’t hire them!
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Come prepared with answers and photos
If your plans are very basic architectural sets, be prepared to answer questions related to the structural drawings. If you aren’t able to answer them, clarify them with your architect or engineer and let the contractor know when they can expect the structural drawings. Gather any photos or images you used to design your home to show the contractor.
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CAUTION
Some contractors may come to your meeting with a proposal already in hand with a line for your signature — don’t feel pressured into signing a contract during the initial walkthrough. Manage expectations by being clear about the objectives of the meeting and upfront that you won’t be making a hiring decision the same day.
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During the walkthrough
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Most contractors will come with specific concerns or topics they will want to discuss with you. You can let him or her guide the conversation, but remember to cover the following topics at some point during the meeting.
- Review the architectural drawings of your home
- Explain and highlight any details not explicit in the drawings, such as specific fixtures or material selections, as well as undecided elements
- Communicate the look, feel, or finish quality you’re looking for through photos or other reference materials
- Learn more about the contractor’s business and his network of subcontractors
- Discuss schedules and timing of when they can start and expect to finish
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Pro TIP:
- Take detailed notes of questions the contractor has so you can clarify with your engineer or architect later.
- Make note of any exclusions they mention – these will not be included in your base contract and could become an added cost later on.
- Write down the names of those who would be dedicated to your project’s team. It’s not a good sign if the workers on your project are frequently rotating out.
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Questions to ask the contractor:
This is your opportunity to get to know more about the builder and their work history, so don’t hesitate to ask questions about their experience with similar projects, any problems that arose, and how they solved them. Treat this meeting as an interview, and be wary of anyone who appears overly confident or glosses over the details of your project.
1. Experience: Is this project similar to other projects they’ve done? What is the average size of their projects?
2. References: Are there previous clients you could call? Are there any recent or ongoing jobs that you could visit to see their work first- hand?
3. Bandwidth: When could they start? Will they be able to dedicate a full team to your project?
4. Subcontractors: Which type of work do they self-perform and what specialty trades (plumbers, electricians, etc.) would they need to subcontract out? Which subcontractors do they work with often, and what does their availability look like?
5. Finishes & appliances: Will they purchase these for you? Will they mark-up the price?
6. Permitting: How familiar are they with local permitting and planning departments?
7. Project management: Who will be the superintendent, and how long have they been with the company?
8. Potential challenges: Are there any specific materials that are in short supply or currently difficult to get? Are there any logistical concerns you should be aware of? (Special equipment, temporary power, etc.)
9. Next steps: What are the next steps? How long will it take to put together a formal bid?
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After the walkthrough
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Send a follow up email to each contractor. After your walkthrough, follow up to thank them for their time and answer any remaining questions they had for you.
Set a follow up date with each contractor. If the contractor hasn’t yet finalized their bid or if they need to revise their proposal based on the walkthrough, set a date by which they will submit the proposal to you. Two to three weeks should be enough time for them to review the plans in detail and ask you for clarifications.
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How BuildZoom can help
If you have any questions on this process, reach out to your BuildZoom Project Consultant. They can talk you through the walkthrough process, and will also do a debrief with you afterward to help you evaluate the contractors and figure out next steps.
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