What Paperwork Should I Get Before Work Starts?
A written quote, the builder's details, evidence of insurance, clear payment and warranty terms, and confirmation of any approvals the job needs.
The short answer
Get the agreement, the business details and the insurance in writing. Then you both know where you stand.
Before any building work starts, you should have a written quote or contract setting out the work, the price and the payment terms; the full details of the business you're contracting with; evidence of their insurance; the warranty terms; and written confirmation of the start date. If the job needs approvals, such as planning permission or building regulations, it should also be clear who is arranging them. With these kept together, you know what was agreed and who is responsible if something needs putting right.
It sounds like a lot. In practice, on a typical domestic job, it's usually a written quote, an insurance certificate and a few emails confirming the details. The point isn't paperwork for its own sake: it's having one clear record you can both refer back to if a question comes up halfway through.
The core documents
Six things to have before day one
A written quote or contract
The work described clearly, the price, whether VAT is included, what's excluded and how long the price stands. See what a building quote should include.
The business's details
Full name or company name and number, phone, email and an address for correspondence.
Evidence of insurance
Public liability insurance in the same name as the quote. Our answer on checking a builder's insurance shows what to look at.
Payment terms
How much is due, when, and to whom: any deposit, any stage payments and the final balance, plus how you'll pay.
Dates
A start date and a rough duration, confirmed in writing, even if only by email or text.
Warranty terms
Who gives the warranty, how long it lasts, what it covers and when it starts.
Your right to cancel
Cancellation information for contracts agreed at home
If you agree a contract with a builder at your home, or entirely at a distance such as by phone or online, you'll usually have a 14-day right to cancel, and the trader should give you information about it in writing. If you want work to start within that period, you'll normally need to ask for that expressly, and you may have to pay for work already done if you then cancel.
Citizens Advice explains how these rules apply and what to do if you weren't told about your cancellation rights. This is general information, not legal advice.
Approvals and certificates
Who is arranging permission and sign-off?
Some work needs planning permission, and much structural or notifiable work needs to meet building regulations. The Planning Portal is the place to check for projects in England and Wales, and the rules differ in Scotland and Northern Ireland. Before work starts, agree in writing who is making any application and who is paying for it.
For building regulations, work is either checked by a building control body or self-certified by a tradesperson registered with a competent person scheme. Either way, you should expect a certificate at the end, so ask now which route applies. Our answer on competent person schemes explains how self-certification works.
If the work affects a wall or boundary you share with a neighbour, the Party Wall etc. Act 1996 may require notice to be given in England and Wales. GOV.UK has guidance on when it applies.
Before the start date
Four quick checks
Read the quote against what you discussed
Anything you talked about at the site visit that isn't in the written quote should be added or confirmed before you accept.
Confirm access and practicalities
Start time, parking, access to power and water, where materials will be stored. A short message now avoids a difficult morning later.
Agree how changes will be handled
Any extra work should be priced and agreed in writing before it's done. See variations and extra costs.
Keep everything together
One folder or one email thread with the quote, the certificate, the payment receipts and every agreed change. Add photographs of the area before work starts; they're useful if a question about existing condition comes up later.
On many domestic jobs, a detailed written quote that you accept in writing is the agreement. On larger projects, a formal written contract is worth considering. Our answer to do I need a written contract for building work? explains when.
Where Mortaro fits
What you receive before work begins
On a job we coordinate, you'll have a written quotation before you commit. It names the independent main contractor, describes the work and the price, confirms the contractor's warranty terms and is valid for 30 days. How our quotations work explains what it contains.
The payment terms are set out too: a 25% deposit to secure the works and the balance on completion, paid by bank transfer. We administer those payments as the contractor's payment administration agent, as payments explained sets out. Your construction contract is with the named contractor, who carries out the work.
Straight answers
Questions about paperwork
Should I keep a copy of the builder's insurance certificate?
It's sensible to. At the least, note the insurer, the policy dates and the name on the policy, and check the dates cover your job.
Is an email good enough as a record?
For confirming dates, changes and small details, yes. Keep the thread, and make sure the main quote itself is written and complete.
What if the builder says paperwork isn't needed for a small job?
Even a small job deserves a written price, and it needn't take long. If they won't provide one, our answer on what to do if a builder won't put a quote in writing explains your options.
Start here
Tell us about the work you have in mind
We will confirm we cover your postcode, arrange a site visit with a contractor from our network and send you a written quotation. No charge, no obligation.