Fillable checklist

Contractor Vetting Checklist: License Insurance and Bids (Free Printable PDF)

Fillable contractor vetting form: license, insurance, references, written bids, change orders, and payment schedule. Print blank or save a filled PDF.

Buying & selling Fillable form · 8 sections · 53 checks Download filled or blank PDF and CSV Cross-checked against FTC, HUD, CPSC, EPA, and CSLB · Last verified Sep 16, 2026

Snugage fillable checklist

Fill this on screen, then download a PDF or CSV. Download a blank copy to complete by hand. Answers stay in this tab only. The next visitor sees a blank form. This is US owner paperwork before you hire: license, insurance, references, written bid, change orders, and payment schedule. It is not a renovation plan, not legal advice, and not a hiring contract. Mark Skip on lines you are not doing this pass. Mark N/A on lines that do not apply to this job or this state.

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Form details

Project and contractor

Fill one copy per contractor you are vetting. This is a practical owner template, not legal advice, not a hiring contract, and not an official state, HUD, or FTC form. Licensing, written-contract rules, down-payment caps, and mechanic's liens vary by state. Do not treat one state's numbers as federal law.

11 fields
Project and contractor

Use this to look up the state or county contractor board. License rules are local, not one national list.

Copy the number from the bid, card, or truck. Seeing a number is not the same as a current license.

EPA RRP and CPSC lead guidance: paid work that disturbs paint in housing built before 1978 generally needs an EPA or authorized-state certified firm.

Mark Yes if the house or the child-occupied space being worked on was built before 1978. Mark the lead-certification line N/A when the house is 1978 or later, or the work will not disturb paint.

Name the contractor-license site or building department you actually searched. FTC: many states, but not all, require a license. CPSC: if your state requires licensing or bonding, confirm it.

CPSC insulation tips and California CSLB: get at least three written bids on the same scope. FTC says get written estimates from several firms. Use one form per bidder.

Inspection station

License and credentials

Look the number up on the board yourself. A number on a truck is not proof the license is current. Mark N/A on lead certification when the house is 1978 or later, or the work will not disturb paint. Bonding is not required in every state.

10 items
License and credentials

License number appears on ads, cards, bids, and the draft contract

California CSLB: ads, cards, bids, and contracts must show the license number. FTC: put the license number on the written contract if a license is required. Seeing a number still requires a board lookup.

License number appears on ads, cards, bids, and the draft contract: Done, Skip, or N/A

Current license confirmed on the state or county contractor board

FTC Hiring a Contractor: many states, but not all, require licensing or bonding. Check the local building department or consumer agency. If your area licenses contractors, the license must be current. CPSC: if the state requires licensing, confirm it.

Current license confirmed on the state or county contractor board: Done, Skip, or N/A

License class matches this project, not a different trade

California CSLB licenses contractors in specific classifications. A roofing class is not a plumbing class. Other states use different class names or no class system. Confirm the class, if any, covers this work.

License class matches this project, not a different trade: Done, Skip, or N/A

Person giving the bid matches the pocket license and photo ID

California CSLB: when they come to bid, ask to see the pocket license and a picture ID. Salespeople may need a separate home-improvement salesperson registration in that state. Other states may not use pocket cards. Mark N/A if your board has no pocket license.

Person giving the bid matches the pocket license and photo ID: Done, Skip, or N/A

Board complaint or disciplinary history reviewed

California CSLB Check a License discloses complaints. FTC: check consumer protection officials and search the company name with scam, review, or complaint. A clean board page is not a quality guarantee.

Board complaint or disciplinary history reviewed: Done, Skip, or N/A

Address of record is a real business location you can find later

California CSLB: verify a current business address and phone. The board listing shows an address of record. A contractor who works only from a truck and a cellphone can be hard to find after the last bill. FTC wants name, address, and phone on the contract.

Address of record is a real business location you can find later: Done, Skip, or N/A

Named subcontractors are licensed if the jurisdiction requires it

FTC: if subcontractors will be used, make sure they have current licenses too, if required. Ask for names and license numbers before you sign. Mark N/A if this bidder will use no subs.

Named subcontractors are licensed if the jurisdiction requires it: Done, Skip, or N/A

Pre-1978 paint-disturbing work: EPA or authorized-state lead-safe firm certification on file

EPA RRP and CPSC Protect Your Family From Lead: paid firms that disturb paint in pre-1978 homes, child care, or preschools must be certified. EPA Renovate Right: verify at epa.gov/getleadsafe or 1-800-424-LEAD, and ask to see firm certification and the renovator training certificate. The Renovate Right pamphlet is required before work over 6 sq ft interior or 20 sq ft exterior, and before window replacement or demolition. Mark N/A if the building is 1978 or later, or the work will not disturb paint.

Pre-1978 paint-disturbing work: EPA or authorized-state lead-safe firm certification on file: Done, Skip, or N/A

Bonding confirmed if the state or locality requires a contractor bond

FTC and CPSC: if your state requires bonding, confirm the contractor is bonded. California CSLB requires a contractor license bond, and that bond is often too small to cover a large job. A license bond is not the same as a contract performance bond. Mark N/A if your area does not require a bond.

Bonding confirmed if the state or locality requires a contractor bond: Done, Skip, or N/A

Specialty training on file when the product or hazard needs it

CPSC spray-foam sheet: ensure the contractor has appropriate training, then verify insurance, licenses, and references. EPA RRP: a certified renovator must be assigned to covered pre-1978 jobs. Mark N/A for ordinary work that has no extra federal training rule.

Specialty training on file when the product or hazard needs it: Done, Skip, or N/A

Inspection station

Insurance

Ask for current certificates. Call the agency or carrier. Verbal 'we are insured' is not enough. Workers' compensation and general-liability rules vary by state. This section is insurance proof, not a license lookup.

7 items
Insurance

Current certificate of insurance in hand, not only a verbal claim

FTC: ask for copies of insurance certificates and make sure they are current, or you could be held liable for injuries and damage. California CSLB: ask to see the certificate, or ask for the carrier and agency name so you can verify.

Current certificate of insurance in hand, not only a verbal claim: Done, Skip, or N/A

Personal or commercial general liability coverage is listed and current

FTC: contractors should have personal liability coverage. California CSLB: commercial general liability is not required in California, but it covers damage to your property. If they do not carry it, they should explain how damage will be paid. Do not treat the California rule as federal law.

Personal or commercial general liability coverage is listed and current: Done, Skip, or N/A

Workers' compensation is current, or a written exemption if the state allows one

FTC: contractors should have worker's compensation. California CSLB: if the contractor has employees, they must carry workers' compensation. Some California classes must carry it even with no employees. An injured worker without coverage can become your problem. Other states set different rules.

Workers' compensation is current, or a written exemption if the state allows one: Done, Skip, or N/A

Property-damage coverage is listed on the certificate

FTC Hiring a Contractor lists property damage coverage with personal liability and worker's compensation. Confirm the certificate still shows it, and that the dates cover the job.

Property-damage coverage is listed on the certificate: Done, Skip, or N/A

Called the insurer or agency and confirmed the certificate is in force

California CSLB: verify coverage with the carrier or agency. Certificates can be expired, cancelled, or written for a different company name. Match the named insured to the legal name on the bid.

Called the insurer or agency and confirmed the certificate is in force: Done, Skip, or N/A

Subcontractor certificates are current if subcontractors will be on site

FTC: if subcontractors will be used, make sure they have current insurance coverage too. Mark N/A if this bidder will use no subs.

Subcontractor certificates are current if subcontractors will be on site: Done, Skip, or N/A

Asked your own insurer whether contractor coverage is adequate for work on this property

California CSLB: check with your insurance carrier that the contractor's workers' compensation is adequate. Your homeowners policy may or may not cover an injured worker. This is a call to your agent, not a substitute for the contractor's certificate.

Asked your own insurer whether contractor coverage is adequate for work on this property: Done, Skip, or N/A

Inspection station

References and reputation

Call the people, do not only read a printed list. This station is past-job feedback and complaint checks. License status belongs on License. Bid prices belong on Written bid.

7 items
References and reputation

Received names, addresses, and phones for at least three clients with similar projects

FTC: a contractor should give at least three clients with projects like yours. EPA Renovate Right, for pre-1978 paint work: ask for references from at least three recent jobs in homes built before 1978, and speak to each personally. CPSC insulation tips: ask for previous-customer references and check them.

Received names, addresses, and phones for at least three clients with similar projects: Done, Skip, or N/A

Called each reference about timing, unexpected costs, cleanup, and satisfaction

FTC: ask how long ago the project was, whether it finished on time, whether the client was satisfied, whether there were unexpected costs, and whether workers showed up on time and cleaned up. Write what you heard in Notes.

Called each reference about timing, unexpected costs, cleanup, and satisfaction: Done, Skip, or N/A

Asked to visit a similar job in progress, or already visited one

FTC: you could tell the contractor you would like to visit jobs in progress. Mark Skip if you asked and they have no active site. Mark N/A only if the work type cannot be viewed (for example a completed interior from years ago and no current job).

Asked to visit a similar job in progress, or already visited one: Done, Skip, or N/A

Checked recommendations from people you know, or noted that you have none yet

FTC: get recommendations from people you know and trust, and look at the work if you can. CPSC: ask your utility, friends, and neighbors. A lack of personal referrals is not an automatic skip of the three-client list.

Checked recommendations from people you know, or noted that you have none yet: Done, Skip, or N/A

Checked the state attorney general or local consumer protection office for complaints

FTC home-improvement and disaster pages: check consumer protection officials. CPSC: check your state or local consumer affairs office. If you cannot reach an office this pass, mark Skip and try again before you sign.

Checked the state attorney general or local consumer protection office for complaints: Done, Skip, or N/A

Checked the local home builders association for complaints, or marked N/A if none serves the area

FTC: check with the local Home Builders Association for complaints. Membership is not a federal license. Mark N/A if no local association covers this trade or town.

Checked the local home builders association for complaints, or marked N/A if none serves the area: Done, Skip, or N/A

Searched the company and principal names with scam, review, or complaint

FTC: search online for the company's name with words like scam, review, or complaint, and read reviews with a critical eye. Treat a glossy website as advertising, not as a board lookup.

Searched the company and principal names with scam, review, or complaint: Done, Skip, or N/A

Inspection station

Written bid

Compare at least three written estimates on the same scope. This station is the bid itself: work, materials, dates, price, permits, and warranties. Change-order mechanics and the payment calendar belong in the next two stations.

11 items
Written bid

At least three written estimates collected on identical plans and scope

CPSC: obtain cost estimates from at least three contractors and describe the job identically. California CSLB: get at least three written bids on identical plans, specifications, and scope. FTC: get written estimates from several firms. Fill a separate copy of this form for each bidder.

At least three written estimates collected on identical plans and scope: Done, Skip, or N/A

Written estimate includes the work, materials, completion date, and price

FTC home-improvement and disaster pages: a written estimate should include a description of the work, materials, completion date, and the price. The disaster page also wants the contractor's contact information.

Written estimate includes the work, materials, completion date, and price: Done, Skip, or N/A

Bid or draft contract lists contractor name, address, phone, and license number

FTC: before you sign, the paper should include name, address, phone, and license number if required. California CSLB: the contract should identify the contractor, business address, and license number. The number still needs the board check on License.

Bid or draft contract lists contractor name, address, phone, and license number: Done, Skip, or N/A

Did not pick the lowest bid by default; large gaps have a written explanation

FTC: do not automatically choose the lowest bidder. Ask for an explanation if there is a big difference. California CSLB: a bid far below the others often means a mistake or missing work. CPSC: you are comparing quality as well as price.

Did not pick the lowest bid by default; large gaps have a written explanation: Done, Skip, or N/A

Materials listed by color, model, size, and brand, or named allowances for later choices

FTC: include a detailed materials list. If some items will be chosen later, the contract should say who chooses each item and how much is budgeted (the allowance). California CSLB: write the manufacturer and model, not only 'install cabinets.'

Materials listed by color, model, size, and brand, or named allowances for later choices: Done, Skip, or N/A

Paper says the contractor will get required building permits before work starts

FTC: a competent contractor gets the permits. Asking you to pull the permits is listed as a scam sign. HUD 203(k): the contractor obtains necessary permits before the project starts. HUD HOME sample: contractor secures and pays for necessary permits and licenses. California CSLB: the contract must say who gets the permits.

Paper says the contractor will get required building permits before work starts: Done, Skip, or N/A

Estimated start date and completion date are in writing

FTC: the contract should include estimated start and completion dates. California CSLB: the contract must provide a date of completion. HUD HOME sample: start after a written notice to proceed, with a stated completion date.

Estimated start date and completion date are in writing: Done, Skip, or N/A

Warranties for materials and workmanship are in writing, with who honors them

FTC: spell out warranties, who honors them (contractor, distributor, or manufacturer), the length, and any limits. California CSLB and CPSC: get the warranty in writing as part of the contract. HUD HOME sample uses a one-year contractor warranty on HUD-assisted rehab. That one-year figure is a HUD program sample, not a federal private-job rule.

Warranties for materials and workmanship are in writing, with who honors them: Done, Skip, or N/A

Cleanup, trash hauling, and leftover materials are included or clearly excluded

FTC: ask what the contractor will and will not do, including site cleanup. Ask for a broom clause. California CSLB and HUD HOME sample: debris and surplus material come off the property at the end.

Cleanup, trash hauling, and leftover materials are included or clearly excluded: Done, Skip, or N/A

No blank spaces left that someone could fill in later

FTC: make sure all blank spaces are filled in. Do not sign a blank or partially blank contract. Do not sign papers you have not read.

No blank spaces left that someone could fill in later: Done, Skip, or N/A

Verbal promises about scope, labor, and materials are written into the bid or contract

FTC: include any promises made during conversations or calls about scope and cost. California CSLB: if you are promised something verbally, put it in writing before you sign.

Verbal promises about scope, labor, and materials are written into the bid or contract: Done, Skip, or N/A

Inspection station

Change orders

A change order is a written authorization to add, cut, or alter work in the original contract. It can change cost and schedule. Do not use this station to compare the original bid price. Mark the whole section N/A only on a tiny job that you and the bidder agree will have no extras.

6 items
Change orders

Draft contract states how change orders will be handled

FTC Hiring a Contractor: the written contract should include how change orders are handled. FTC defines a change order as written authorization to change or add work, which can affect cost and schedule.

Draft contract states how change orders will be handled: Done, Skip, or N/A

Extra work will not start on a verbal okay

California CSLB: if the price or scope needs to change, it must be a written change order signed before the change, and it becomes part of the contract. HUD HOME sample: no material changes in the work or price unless in writing and agreed by both parties. Other states may be less strict. Still get it in writing.

Extra work will not start on a verbal okay: Done, Skip, or N/A

Each change order will state the extra or reduced scope

California CSLB extra-work rules: a change order is not enforceable against the buyer unless it states the scope of work in the order. Use that as a practical checklist even outside California, and confirm your own state's rule.

Each change order will state the extra or reduced scope: Done, Skip, or N/A

Each change order will state the amount added to or subtracted from the contract

California CSLB: the order must state the amount added or subtracted. FTC: some state or local laws limit how far a final bill may exceed the estimate unless you approved the increase. Check your state. Do not treat any one cap as federal.

Each change order will state the amount added to or subtracted from the contract: Done, Skip, or N/A

Each change order will state the effect on progress payments or the completion date

California CSLB: the order must state the effect on progress payments or the completion date. If the extra work needs more days or a different draw, write that before the work starts.

Each change order will state the effect on progress payments or the completion date: Done, Skip, or N/A

Both sides will sign the change order before that extra work begins

California CSLB: signed by the customer and contractor prior to the change. HUD HOME sample: mutually agreed in writing. Keep copies with the original contract. FTC: keep change orders with the rest of the project file.

Both sides will sign the change order before that extra work begins: Done, Skip, or N/A

Inspection station

Payment schedule

Do not pay the full job up front. Tie money to finished work. Down-payment caps and mechanic's-lien rules vary by state. FHA 203(k) draws apply only if you are using that loan. Cooling-off rights do not cover every contract.

12 items
Payment schedule

Written payment schedule lists each amount and the work or materials it covers

FTC: the contract should include the payment schedule for the contractor, subcontractors, and suppliers. California CSLB: a detailed written payment schedule is required, showing the amount and the work, materials, or services for that payment. HUD HOME sample: schedule payments by percent of work done, subject to the owner's acceptance.

Written payment schedule lists each amount and the work or materials it covers: Done, Skip, or N/A

Not paying the full contract amount before work starts

FTC: do not pay the full amount up front. Asking for everything up front, or only cash, is a scam sign. Some states limit down payments. A rare California exception exists for contractors with a blanket performance and payment bond on file with CSLB. That exception is California-only and uncommon.

Not paying the full contract amount before work starts: Done, Skip, or N/A

Down payment checked against this state's limit, if the state has one

FTC: some state laws limit the down payment. Contact your state or local consumer agency. California CSLB example, not federal law: for home improvement, the down payment cannot be more than $1,000 or 10 percent of the contract price, whichever is less, with a narrow bond exception. Do not apply the California cap in another state unless that state uses the same figure.

Down payment checked against this state's limit, if the state has one: Done, Skip, or N/A

Progress payments are tied to defined completed work, not only a calendar date

FTC: try to make payments during the project contingent upon completion of defined amounts of work. If the work lags, the payments lag. HUD 203(k): the lender pays after inspection of completed work, not because a date arrived.

Progress payments are tied to defined completed work, not only a calendar date: Done, Skip, or N/A

Later payments will not exceed the value of work and delivered materials, except a lawful down payment

California CSLB: payments to the contractor cannot exceed the value of the work performed, except the down payment. FTC's milestone advice is the same idea. Confirm your own state's payment-timing rule.

Later payments will not exceed the value of work and delivered materials, except a lawful down payment: Done, Skip, or N/A

Paying by check or credit card, not cash, wire, gift card, payment app, or cryptocurrency

FTC Hiring a Contractor: do not pay cash. FTC disaster page: never pay by wire transfer, gift card, payment app, cryptocurrency, or cash. Keep invoices and receipts.

Paying by check or credit card, not cash, wire, gift card, payment app, or cryptocurrency: Done, Skip, or N/A

Not signing an insurance claim check over to the contractor

FTC disaster repairs: never sign your insurance check over to a contractor. Arrange a certificate of completion with your bank so the bank pays each stage after you approve the work. Mark N/A if this job is not an insurance claim.

Not signing an insurance claim check over to the contractor: Done, Skip, or N/A

Lien waiver or release will be collected from the contractor, subcontractors, and suppliers before further or final payment

FTC: do not make the final payment or sign an affidavit of final release until you know subcontractors and suppliers have been paid. State mechanic's-lien laws vary and can put your house at risk. Ask the contractor and every sub and supplier for a lien release or waiver. HUD HOME sample: final payment is not due until complete release of liens, a receipt in full, or a bond that protects the owner.

Lien waiver or release will be collected from the contractor, subcontractors, and suppliers before further or final payment: Done, Skip, or N/A

Final payment held until the work matches the contract, the site is clean, and you are satisfied

FTC: never make the final payment until the work is done and you are satisfied. FTC sign-off checklist: work meets the contract, written warranties in hand, proof that subs and suppliers are paid, site cleaned, and you inspected the completed work. CPSC: you might have a municipal building inspector certify satisfactory work before you release the last payment.

Final payment held until the work matches the contract, the site is clean, and you are satisfied: Done, Skip, or N/A

If using FHA 203(k) or similar rehab escrow: draws only after inspected, accepted work

HUD 203(k): the contractor finishes a phase, then a consultant or borrower inspection supports a draw. The lender issues a two-party check to borrower and contractor. HUD home-improvements page: work with a HUD-approved Title 1 or 203(k) lender so you select the contractor and avoid inflated estimates. HUD does not publish a consumer 'HUD-approved contractor' list. Mark N/A if you are not using a rehab-escrow loan.

If using FHA 203(k) or similar rehab escrow: draws only after inspected, accepted work: Done, Skip, or N/A

If signed at home or a temporary location: written three-business-day cancel notice, or N/A if the Cooling-Off Rule does not cover this sale

FTC Cooling-Off Rule: three business days to cancel certain sales at your home, workplace, dorm, or a seller's temporary location. Saturday counts as a business day. Sundays and federal holidays do not. The rule does not cover sales under $25 at home, under $130 at a temporary location, sales made entirely online, mail, or phone, sales after talks at the seller's permanent place of business, emergency work, or a visit you asked for only to repair or maintain (extras you add on that visit can still be covered). California CSLB also describes a three-day cancel right. Some state laws give more rights than the FTC rule. This form is not legal advice.

If signed at home or a temporary location: written three-business-day cancel notice, or N/A if the Cooling-Off Rule does not cover this sale: Done, Skip, or N/A

Not agreeing to contractor-arranged financing without comparing loan terms yourself

FTC: do not agree to financing through your contractor without shopping terms. Do not sign papers with blanks. Do not transfer your deed. HUD: some deceptive contractors in rehab-loan programs did shoddy work, falsified documents, or overcharged. Use a HUD-approved lender if you are in Title 1 or 203(k).

Not agreeing to contractor-arranged financing without comparing loan terms yourself: Done, Skip, or N/A

Form details

Decision and sign-off

Record what is still open, then sign. Ready to hire after independent review means you finished this paperwork, not that this form is a contract. Get advice from your state contractor board, a housing counselor, or an attorney if the job is large or the papers are unclear.

6 fields
Decision and sign-off

CPSC and California CSLB use at least three. Enter how many comparable written estimates you actually have.

Draw your signature, or upload an image to replace it.

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References

  1. Hiring a contractor: license, insurance, references, written contract, change orders, and payment - Federal Trade Commission
  2. How to avoid a home improvement scam: licensed and insured contractors, multiple written estimates, no full upfront pay - FTC Consumer Advice
  3. Disaster and weather repair scams: payment schedule, insurance checks, cash red flags, written contract - FTC Consumer Advice
  4. Cooling-Off Rule: three business days for certain in-home or temporary-location sales - FTC Consumer Advice
  5. Home improvements: deceptive contractors, Title 1 and 203(k) rehab loans, HUD-approved lenders - U.S. Department of Housing and Urban Development
  6. FHA 203(k) rehabilitation: contractor permits, draw inspections, two-party checks - HUD
  7. Sample homeowner/contractor provisions: payment schedule, written change orders, lien waivers, permits - HUD Exchange HOME
  8. Tips for consumers insulating their homes: at least three estimates, license and bond if required, references, written contract - U.S. Consumer Product Safety Commission
  9. Spray polyurethane foam: verify contractor insurance, licenses, references, and training - CPSC staff recommendations
  10. Protect your family from lead: hire an EPA- or state-certified renovator for pre-1978 RRP work - CPSC
  11. Lead Renovation, Repair and Painting Program: paid work that disturbs paint in pre-1978 homes needs a certified firm - U.S. EPA
  12. The Lead-Safe Certified Guide to Renovate Right: verify firm certification and ask for three pre-1978 job references - U.S. EPA
  13. How do I find the right licensed contractor: license lookup, three written bids, insurance certificates, bonds - California Contractors State License Board
  14. What is a contract: written payment schedule, change orders, permits, materials, California down-payment cap - CSLB
  15. Contracts and binding agreements: no blank contracts, written change orders, state down-payment example - CSLB

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These checklists are provided for general reference only. Always verify the steps against local codes, a licensed inspector or a qualified contractor before relying on them, especially for safety-critical work.