How do I document problems with my contractor's work?

Proper documentation is crucial for protecting yourself when contractor issues arise in Ottawa - start documenting immediately and follow a systematic approach.

When problems emerge with your contractor's work, thorough documentation becomes your strongest protection under Ontario's consumer protection laws and potential Construction Lien Act disputes. Here's exactly how to build a solid case:

Photographic Evidence

Take comprehensive photos immediately when you notice problems. Capture wide shots showing the overall area, then close-ups of specific defects. Include a measuring tape or coin for scale reference. Photograph the same issues from multiple angles and lighting conditions. Date-stamp your photos if possible, or email them to yourself to create a timestamp. Take "before" photos if you catch problems during work, and "after" photos once the contractor claims completion.

Written Documentation Trail

Create a detailed written log of every interaction with your contractor. Record dates, times, who was present, and exactly what was discussed. When problems arise, send written notice to your contractor via email AND registered mail to their business address. Keep copies of everything. Your written notice should clearly describe the defective work, reference your original contract specifications, and request correction within a reasonable timeframe (typically 10-15 business days in Ontario).

Document any safety hazards immediately - take photos and notify the contractor in writing. For electrical issues, contact ESA at 1-877-372-7233. For gas-related problems, call TSSA at 1-877-682-8772. These agencies maintain records that can support your case.

Contract and Payment Records

Keep your original contract, all change orders, invoices, and payment records organized. If work doesn't match contract specifications, highlight the relevant contract language in your documentation. Track any additional costs you incur due to the contractor's defective work - hotels if your home becomes uninhabitable, storage fees, alternative contractor quotes for repairs.

Third-Party Verification

For significant defects, consider hiring an independent contractor or building inspector to assess and document the problems. In Ottawa, you can contact a home inspector through the Ontario Association of Home Inspectors. Their written report provides professional third-party documentation of defects and estimated repair costs.

If the work required permits through the City of Ottawa (613-580-2424), request an inspection to document code violations. Failed inspections create official records of substandard work.

Communication Records

Save all text messages, emails, and voicemails from your contractor. Screenshot text conversations including phone numbers and timestamps. If your contractor becomes unresponsive, document your attempts to contact them - save delivery receipts from registered mail, keep records of unreturned phone calls.

Witness Statements

If neighbors, family members, or other contractors witnessed the problems or your interactions with the contractor, ask them to provide written statements describing what they observed. Include their contact information and have them date and sign their statements.

Financial Impact Documentation

Keep receipts for any expenses caused by the contractor's defective work - temporary accommodations, meals if your kitchen is unusable, storage costs, or emergency repairs for safety issues. Document lost time from work if you had to stay home to deal with the problems.

Official Complaints and Reports

File complaints with relevant authorities when appropriate. Contact the Better Business Bureau, your local MPP's office for consumer issues, or Ontario's Consumer Protection Office at ontario.ca/consumer. If your contractor is incorporated, you can file complaints with the Ministry of Government and Consumer Services.

For electrical contractors, verify their ESA license at esasafe.com and report unlicensed work. For gas contractors, check TSSA certification at tssa.org.

This documentation becomes essential if you need to pursue remedies through small claims court, file insurance claims, or exercise your rights under Ontario's Construction Lien Act. Proper documentation from day one protects your investment and gives you leverage to resolve problems with your contractor.

Remember: in Ontario, you have the right to hold back 10% of contract payments for 60 days after substantial completion to ensure defects are corrected. Document everything during this critical holdback period.