What communication should I have in writing with my contractor?

In Ottawa, you should get ALL key communications with your contractor in writing to protect yourself legally and ensure compliance with Ontario's Consumer Protection Act.

Here's what absolutely must be documented in writing when working with contractors in Ottawa:

The Essential Written Documents

The Contract/Agreement - This is your legal foundation. In Ontario, any home improvement contract over $50 must be in writing and include specific details: exact scope of work, materials specifications, timeline, total cost breakdown, payment schedule, change order process, and warranty terms. The contract should reference applicable permits and specify who obtains them.

Permit Documentation - Get written confirmation of which permits are required and who's responsible for obtaining them. In Ottawa, your contractor should provide you with copies of all building permits from the City of Ottawa Building Code Services. For electrical work, ensure you receive the ESA permit number and inspection schedule in writing.

Insurance and Licensing Verification - Request written proof of WSIB clearance certificate, liability insurance (minimum $2 million), and any required licenses (ESA for electrical, TSSA for gas work). Don't just see the certificates - get copies for your records.

Payment and Change Communications

Payment Schedule and Receipts - Ontario's Construction Lien Act requires specific payment procedures. Get the payment schedule in writing, never pay large amounts upfront, and always request written receipts. For projects over $500, you're entitled to hold back 10% for 60 days after completion.

Change Orders - Any modifications to the original scope must be documented in writing with cost implications, timeline adjustments, and both parties' signatures. Verbal agreements for changes lead to disputes and aren't enforceable.

Progress Updates and Inspections - Request written updates on project milestones, especially before making payments. If City of Ottawa or ESA inspections are required, get written confirmation of inspection dates and results.

What to Watch For

Be wary of contractors who resist putting agreements in writing or pressure you to sign immediately. Legitimate Ottawa contractors understand these documentation requirements and will provide proper paperwork. Red flags include verbal-only agreements, requests for full payment upfront, or reluctance to provide licensing documentation.

Official Protection

Keep all written communications organized and accessible. If disputes arise, these documents are crucial for resolution through Ontario's consumer protection services or legal action. The City of Ottawa Building Code Services (613-580-2424) can verify permit compliance, while the ESA and TSSA can confirm licensing status.

Remember: if it's not in writing, it didn't happen. Protect your investment and ensure your Ottawa renovation project meets all regulatory requirements by maintaining comprehensive written documentation throughout the process.