Keeping a record of a home project as it happens

Questions come up during a project about what was agreed, what changed and what is behind the walls. With a record, you and the contractor can answer them from the same facts. Keep notes, and copies of letters and documents, in one file with the contract. An entry once a week, and a written change whenever something changes, is enough.

What to record

Photos, weekly. Take them at the same point each week, from the same corners of each room. The most useful show work that will be covered later: framing, wiring, plumbing and insulation before the drywall goes up.

A short log. The date, who was on site, what was done and anything that was decided. Two or three lines are enough.

Changes, in writing. Handle each change the way the contract's change-order terms say, with a written change order that you and the contractor both sign and date. These change orders go with your other project paperwork.

Conversations that decide something. Follow a phone call or a site conversation with a short note or email that says what was agreed. A promise made in conversation belongs in writing too.

What the file starts with

The contract opens the file. It holds the description of the work, the price, the payment schedule, who pulls the building permits, and when the job begins and ends. It also lists the contractor's license number, address and phone number. Each change order and each week's photos go in after it.

An annotated example

What to do next

Set a weekly reminder for photos and notes, and keep everything in one place with the contract and the bids. At the end of the job, the same record becomes the closeout file.

Working with the crew

Tell the contractor you are keeping a record, and share the weekly photos if they help the crew. Raise a concern by pointing to the photo or the change order. Keep site visits to the times you have agreed on.