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

Document everything immediately and systematically - in Ottawa, proper documentation is your strongest protection under Ontario's consumer protection laws and can determine the outcome of disputes or legal action.

Start Documenting Right Now

Take photos and videos of all problem areas from multiple angles, ensuring good lighting and clear detail. Include a measuring tape or coin in photos to show scale. Date-stamp everything if possible, or email photos to yourself to create a digital timestamp. Write detailed descriptions of each problem, noting exactly what was supposed to be done versus what was actually delivered.

Keep a written log of every interaction with your contractor. Record dates, times, who was present, and exactly what was discussed. Note any promises made, deadlines given, or explanations provided. If conversations happen by phone, follow up with an email summarizing what was discussed - this creates a paper trail.

Gather Your Contract Documentation

Pull out your original contract, any change orders, permits, and payment records. In Ottawa, your contract should reference specific Ontario Building Code requirements and City of Ottawa permit conditions. Compare the actual work against these specifications. If work doesn't match the contract or violates building codes, document these discrepancies clearly.

For work requiring permits in Ottawa, contact Building Code Services at 613-580-2424 to request an inspection if you suspect code violations. The inspector's report becomes official documentation of any problems. For electrical issues, ESA inspections provide authoritative documentation - contact them at esasafe.com or 1-877-372-7233.

Create a Formal Paper Trail

Send written notice to your contractor describing the problems, referencing your contract terms, and requesting correction within a reasonable timeframe (typically 10-30 days). Send this by email AND registered mail to ensure delivery confirmation. Keep copies of everything.

If the contractor is licensed through ESA (electrical) or TSSA (gas/HVAC), file complaints with these authorities. They maintain records that can support your case and may take enforcement action. Check licensing status at esasafe.com/contractor-locator or tssa.org.

Protect Your Financial Position

If you haven't made final payment, don't pay until problems are resolved. Under Ontario's Construction Lien Act, you're entitled to hold back 10% of contract value for 60 days after substantial completion specifically to address deficiencies. Document that you're exercising this right in writing.

If you've already paid in full, calculate the cost to fix problems by getting written quotes from other licensed contractors. These quotes become evidence of damages if you need to pursue legal action or insurance claims.

Know Your Next Steps

For disputes under $35,000, Ottawa residents can use Small Claims Court. For larger amounts or complex issues, consult a lawyer specializing in construction law. The Law Society of Ontario (lso.ca) provides referral services.

Contact the City of Ottawa's 311 service if permit work doesn't meet building code standards. They can order corrections and issue compliance orders. For consumer protection issues, contact Ontario's consumer protection office at ontario.ca/consumer or 1-800-889-9768.

Your WSIB-covered contractor should have insurance for defective workmanship. Request their insurance information and consider filing a claim if problems result from negligent work.

Document everything now - waiting makes problems harder to prove and gives contractors more opportunity to claim issues weren't their responsibility.