What communication should I have in writing with my contractor?

In Ottawa, you should get ALL significant communications with your contractor in writing to protect yourself legally and ensure clarity on your project.

The most critical written documents you need are your contract, change orders, permits documentation, and any modifications to scope or timeline. Ontario's Construction Act requires written contracts for projects over $500, and practically speaking, you want everything documented regardless of project size.

Essential Written Communications

Your contract should include detailed scope of work, materials specifications, timeline, payment schedule, permit responsibilities, and cleanup requirements. In Ottawa, make sure it specifies who's pulling building permits through the City of Ottawa (613-580-2424) and includes the contractor's WSIB clearance certificate number.

Change orders are absolutely critical to document in writing. Any modifications to the original scope, timeline, or cost should be written up and signed by both parties before work begins. This prevents the common dispute where contractors claim "you asked for this upgrade" without documentation.

Permit documentation should be shared with you. Your contractor should provide copies of building permits from ottawa.ca/building, ESA permits for electrical work, and TSSA permits for gas work. You have the right to see these permits and verify they're properly obtained.

Progress communications about delays, material issues, or scheduling changes should be documented via email or text. Screenshot important text conversations. If your contractor calls with significant updates, follow up with an email summarizing what was discussed.

Payment Protection Documentation

Always get written receipts for payments, especially cash payments. Your payment schedule should be tied to completion milestones, not arbitrary dates. Under Ontario's Construction Act, you can hold back 10% of each payment for 60 days after substantial completion as protection against liens.

Material delivery confirmations and warranty information should be provided in writing. Keep all manufacturer warranties and installation certificates, especially for major items like furnaces, windows, or roofing materials.

Red Flags to Watch For

Be wary of contractors who resist putting things in writing, claim "we don't need contracts for small jobs," or pressure you to pay large amounts upfront without written agreements. Legitimate Ottawa contractors understand the importance of documentation and will provide it readily.

If disputes arise, written communications become crucial evidence. The Ontario Consumer Protection office and local small claims court rely heavily on documented communications when resolving contractor disputes.

Official Resources

Keep all documents organized and accessible. The City of Ottawa Building Code Services (613-580-2424) can verify permit status, and you can check contractor licenses through ESA (esasafe.com) and TSSA (tssa.org) websites. Having written records of these verifications strengthens your position if issues arise.

Remember: if it's not in writing, it didn't happen. Protect your investment by documenting everything important about your Ottawa renovation project.