Research and Define

Research and really think about what you want. The more you are well prepared the better. Don’t leave the tradesperson to guess.

Small Projects

These are jobs requiring a single tradesperson, like routine maintenance. This can also be a small specific piece of work like replastering a whole room or knocking through a wall to merge two rooms.

Identify and write down what you want in simple, straight forward terms. It is worth taking some time to research what other people do as you can get tips you may not think of.

Write down if you have critical dates or timescales. Don’t take a guess at how long the job will take or how much it will cost. You cannot be the buyer and the seller. That information is for the tradesperson to provide and from that you can measure what the average is.

Don’t mention your budget.

Medium to Large Projects

These are projects where you are using significant savings and / or taking out a mortgage to pay for the works.

If you are working on a larger project with a Principal Designer (ie: an architect) on a larger project write down notes on how you would like the changes to your home to improve how you use the house.

You may wish to develop a mood board to help you visualise your goals and for a Principal Designer to understand the design you are hoping for.

Indicate your rough budget; the architect should be able to advise if your hopes are affordable within your budget or not.

Top Tips

• Ensure you establish the fees that need to come out of your budget (ie: architects, building control, planning permissions)
• Be prepared to flex your ideas (or your budget) accordingly.
• Demonstrate you have thought this through and are clear on what you are trying to achieve.
• Demonstrate you are organised and willing to wait
• Be prepared for a tradesperson to turn your job down. They don’t have to work with you in the same way you don’t have to work with them. They may not verbally state they don’t want the job but just vanish, or they may come back with an inflated price hoping you don’t appoint them.

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The day your work starts is a few weeks away, now the work starts.

Contents:

Kick Off Preparation

• Contact Building Control
• Host a Kick Off Meeting

Supervision & Inspections

• Weekly Inspections
• Meetings

Sign Offs and Close Out

• Snagging
• Sign Offs

Kick Off Preparation

Contact Building Control

Make sure they are aware of the works and notify them of the start date and the tradesperson’s details if they have not already got this.

Host a kick off meeting

About two weeks before kick off, meet your tradesperson/people to outline what they expect on day 1. 

Align on how you will be communicating when issues arise (they WILL arise) and review the early milestones and timescales. 

NOTE: if the project start has been delayed the milestone date will need updating and re-issuing as a new version.

Take minutes of the meeting in your diary, it is polite to share this with the builder.

Top Tips

Update that Diary!

This will be your record of progress, agreements, decisions, instructions and performance. 

If it all goes wrong this diary is a big chunk of your evidence.

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Supervision & Inspections

Weekly Inspections

Photos:

Every week, go to site and take numerous photos of each room/area, including items delivered and any rubbish to be disposed of.

Ensure the photos are clear and represent a true likeness. 

Doing this creates a progress record and highlights any issues and successes. 

Download and file these images in your diary/filing asap. Do it each week for ease now, and easier reference later on if needed.

Meetings:

Walk the total site with the tradesperson and make a note of any areas of concerns, discuss them immediately and update your diary of any decision or if conversations need to continue on that topic. Always follow up with the tradesperson in writing.

Keep it up!  There will come a time when it feels pointless, it isn’t, it’s really valuable. 

Dos & Don’ts

• DO make sure you visit, photograph and document each week. Even if they have been off site for the week.

• DO flag any issues or concerns asap, discuss them with the tradesperson and make a note of the conversation and outcomes. 

• DO ALWAYS follow up in writing with the tradesperson to ensure a communication trail.

• DO NOT pretend an issue or concern will work itself out and/or raise it at the end. By then, it’s too late.

• DO communicate clearly, calmly and be open to a discussion; first seek to understand. 

• DO act as a team, if you feel a conversation would come from your partner, make it so.  If you feel a message would land better coming from someone else, make it so.

• DO NOT go onto social media, even anonymously, to discuss your concerns. Firstly, how happy would you be if the builder did this on you, and secondly, Facebook is full of wrong answers and really, really bad advice. 

Top Tips

Progress photos:

There will come a time when you feel like it will never be over and need to look back to see how far you have come. 

Keep it up! If it all hits the fan you’ll need all photos and conversation records as evidence.

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Sign Offs and Close Outs

What is Snagging?

This is where you create a list of fixing final, minor issues (snags) before closing the project an getting your home back.

Typically snagging takes place in the final Inspection phase and must be completed before certification and final payment. This is where the retention fee agreed in your contract comes in to play.

The goal of snagging is to ensure the building is safe, functional, and aesthetic.

Snags can range from minor cosmetic issues to more serious structural problems. Some examples of snags include:

• Scratches on walls or doors
• Chipped tiles
• Paint splatter or uneven paintwork
• Doors that don’t close smoothly
• Misaligned fixtures
• Faulty plumbing or electrical installations
• Cracks in walls or columns
• Deteriorated concrete
• An unsealed roof 

How to do Snagging

Let the tradesperson know you will be getting the snagging list to them by a specific date.

Walk the project with your trusty notebook and note down everything that catches your eye. In addition to the list on the left, consider: 

• Test all the power sockets and light switches
• Test the heating, boiler and hot water.
• Flush the toilets, turn the taps on/off and check the speed of drainage and water close off. If you have had work done on the drains, lift the manhole covers and make sure the water runs evenly and without interruption of backing up.
• Check all sealant is neatly in place where it needs to be.
• Check all doors open, close and lock properly.
• Check the roof hatch/ladder is safe to use and the insulation installed well
• Check and note any rubbish (including in the attic, sheds, cupboards, cellar etc) 
• Check all flooring is fixed down properly, no clicking floorboards, cracked/loose tiles etc.
• If cleaning is included in the scope, check this too. 

Produce a list for the tradesperson to review and together agree dates to complete the work. 

Top Tip

Snagging is not the time to raise a big issue that should have been raised in a weekly inspection (ie: the kitchen plan shows a gas cooker but no gas outlet has been installed)

The tradespeople will want to move onto their next job so will want the snagging completed asap so they can get their final payment and move on.

Write the list once only. Be thorough the first time ‘round so a complete list can be provided and worked through. 

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Sign Offs

Legally required

Make sure these are required by the relevant, qualified expert (ie: electrician, building control), that certificates are handed over before final payment.

No legal requirement (ie: plasterer)

Sign off can be down to a chosen third party (ie: a project manager or your architect) to do this. If you are running the project yourself you will need to sign off the non-legal areas.

You will also need to approve the snagging list is complete.

Process payment asap, without delay and without fail.

Congratulations – you did it!

Top Tips

Some tradespeople will not release the certificate without final payment. 

This is typically because they have encountered Rogue Customers and built this into their processes.

Or they are Building Control, who also operate on a payment first process.

There are times you will have to trust.

Congratulations! You made it, you have closed out your project.

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Pricing

When you have chosen your Tradesperson and received their cost proposal you need to check if the price is actually a quote, and estimate so something else. There are different methods of pricing a job which will impact how the project is managed and also how much you actually pay.

This section will inform you about the different types of pricing you may encounter.

Top Tip

Ask what quality the tradesperson provides costs for. They may provide an entry level/basic finish cost whereas you are expecting a higher level finish. Example: You want porcelain tiles at £50 per square metre, and they typically cost for £25 per square metre. Discuss this early to avoid assumptions and confusion.

Contents:

Pricing Methods

• Quotations
• Estimates
• Provisional Sum
• Prime Cost (PC) Sum (not recommended)

Pricing Assessment

• What pricing documents need to show
• When to reject a price

Payments

• Agreeing Payments
• Recommended Stage Payments

Contracts

Quotations

Preferably a document a builder gives to a client, stating the cost of goods or services before the client decides to buy. 

It includes the price and terms of the offer. 

Quotes let the client know how much they will need to pay, so there are no surprises when they agree to the service or purchase.

Good for 

Small works such as routine maintenance and a single, non complex task

Beware!

Verbal quotations need to be backed up in writing or text; if they do not send one through within 48 hours of providing a quote, send through a confirmation of your conversation and the quoted amount.

If you add any new items to the scope after costs have been agreed, none of this work has been quoted for, will incur extra costs and may cause missed timelines.

If your work uncovers an issue that had not been anticipated by the tradesperson (ie: dangerous cabling) you will need to discuss options and costs on site. This will cost you more though you need to understand impact to cost, time and if there is any knock on effect to other areas of the property (See Managing Scope Creep section )

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Estimates

A document given to a customer showing how much the tradesperson thinks they will be charging for the goods or services. 

It is not a final price, so the actual cost can be higher or lower when you send the invoice.

Before accepting an estimate, it’s important to understand what you’ll be charged for things like labour, profit, and any added costs on materials.

Good for:

Small works such as a new flooring finish or medium works such as a wall removal or a room refurbishment where works may be uncover hidden issue(s) that need working on; as with Quotes you will need more information to make an informed decision and control costs.

Beware

Estimates are rough and may be exaggerated to avoid potentially difficult conversations if the cost needs to go up. Understand what you are being charged for.

If a contractor exaggerates as written above and you accept the estimate, they are allowed to charge the initial estimate amount even if it is far more than the works needed.

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Provisional Sum (PS)

A Provisional Sum (PS) 

An allowance (best guess) amount, usually estimated by a consultant. A provisional sum is an estimated amount set aside in project documents for work that hasn’t been fully defined or costed yet. 

Typically included in a fixed price (lump sum) proposal and will cover items that cannot be costed effectively this early in the process.

When the work is done, the actual cost will replace the provisional sum in the contract, and the total price will be adjusted accordingly.

Provisional sums account for both the item’s cost and any work related to installing or completing it, ensuring flexibility for items that are yet to be clearly specified.

Tradespeople can include a provisional sum in their response or costing for work elements that lack sufficient detail for precise pricing (e.g., estimating the cost of a bespoke kitchen before final designs are confirmed)

Good for: 

Projects with multiple/more than one skilled tradesperson and where you are investing savings or getting a mortgage to cover the costs.

You can ensure that your whole scope is included and which costs may change. It’s worth asking if a ballpark range can be provided which can help with your costings and expectations.

Beware

Where a lump sum (total price) contract provides a provisional sum the final amount payable will be adjusted to reflect the actual cost of the work. 

As the unknowns become known, ensure you discuss solutions and cost / time impacts with your builder before they continue work or racking up costs.

Your contract needs to stipulate that the tradesperson must provide options for each solutions and time/cost impact for each, this will enable you to ask further questions and make an informed decision; and that the tradesperson is not to proceed until they have received formal instruction to do so.

When making a decision, make a note of the conversation details and your decision/instruction and follow up in writing each time.

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Prime Cost (PC) (Not recommended)

A PC Sum is a budget set by the Quantity Surveyor or client for the supply-only cost of materials or goods. For example, if you know the area of tiles needed for a bathroom, you might allow £35/m² for tiling. PC Sums are used when the exact quality or specification of materials is unknown at the time of pricing.

Traditionally, they cover only the cost of the item itself, not related work such as installation. PC sums are used when the exact type or quality of materials isn’t decided yet. 

Good for:

Large projects where the design is not finalised yet or where the customer has ordered elements of the project (ie: you bought the bathroom suite)

Beware

This is a high risk option for a domestic project.

A PC sum excludes the cost of labour installing or working with those materials.

Make sure you get labour cost estimates included in the cost proposal.

This route will require close cost management throughout the entire project as there is a risk of costs spiralling. 

A PC Sum also comes with legislation that holds the customer responsible for the performance of a subcontractor instead of the responsibility being the main contractor. That means that the customer is held responsible for any delays caused by the sub contractor

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Cost Proposal Assessment & Refinement

The cost proposal needs to show:

• The company address on the headed paper.
• The company registration number on the headed paper (Ltd Companies only)
• Their VAT No on the headed paper (only applies if they are VAT registered)

If the cost proposal has the above and you have not already done so, now is the time to carry out the list of checks you can do online:

If they pass the online checks and you want to proceed to a shortlist, ask for:

• Copies of certificates of their insurances. 
• Formal building qualification certificates/proof of certification (applies to gas and electric)
• CRITICAL: Retention of 5% of the total quote until all certifications are signed off (ie: Building Control Officer), all work has been completed to a the satisfactory standard detailed in the scope (taking into account additional works/costs agreed and documented during the project). This protects your interests. It also ensures that all work is approved and appropriate before the tradespeople are paid and off site. 

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When to reject a quote

• When they fail any checks.
• If parts of the scope have been omitted from the quote.
• If they have overridden your specific requirements in the scope with their preferences
• If they are offering
  • cash deals
  • reduced prices for avoiding VAT (it’s illegal)
  • booking you in earlier (high pressure/aggressive selling),
  • limited time offers (high pressure/aggressive selling)
• If they use emotion to get you to agree (ie: “it would be better for Granny if you said yes as we can make the place lovely for her much faster”)
• If they refuse a retention fee for snagging / completion certificates.
• If they refuse to sign an agreement that they are Principle Contractor (thus will be held legally liable for rectifying defects 6-12 months after completion).
• If they want a deposit, ask why as there is no need for a deposit. (See Deposit Options and CAST’s advice)
• If their quote is missing the items listed under ‘The Quote needs to Show’ and they do not produce the information on request.

Top Tips

If the quote comes in higher than expected across all tradespeople there are somethings you can do as part of negotiations:

• Ask what standard the quote is based on (ie: if they quoted high end and you wanted basic).
• De-Scope (lower) your requirements.
• Split the project into must haves vs nice to haves. The Nice to haves can happen at another time
• Increase your budget.
• Do all of the above.

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Agreeing Payments

Once you have refined your quote and selected your tradesperson you need to agree payments.

• The final sum needs to be put into the contract.
• Always agree the sum listed in the contract.
• Agree and document any Provisional Sums or Prime Costs as agreed between the parties
• Agree stages of payment (see below).
• Have a formal contract, which must include all key elements. 
• If deposit required always pay on credit card.
• If you are paying for materials always pay by credit card.

Recommended Stage Payments.

1. Foundations: A solid base that supports the house, influenced by the design, soil conditions, and load distribution 
2. Framing: The walls, doors, windows, flooring, and roof are erected, and a house wrap is applied to protect against moisture, rot, and mould 
3. Roofing: Trusses are often used to frame the roof, include all soffits, guttering, downpipes to create a dry building ‘envelope’
4. First Fix.
   • Electrical: removing existing wiring and installing a new, safety-approved system. 
   • Plumbing: running all required pipes to support the finished property and heating.
5. Second Fix
   • Electrical: Installs sockets, light fittings and switches.
   • Plumbing: Installing bathroom suites, other sanitary ware and the central heating system.
6. Interior finishing: The final stage of the construction phase includes plastering, decorating, kitchen installation and flooring finishes.
7. Retention. Typically 5% of the total sum and a timescale for completion. Local authorities and building inspectors carry out regular inspections to ensure compliance with building codes and regulation, and produce certificate(s). Any final things that need finishing/sorting out need to be flagged for the builder to complete.

Note

There are so many possible variables for this page we are starting with the most common as a baseline. 

As we hear feedback on different scenarios we can update this page accordingly.

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Contracts

We currently have a gap in this area and are working to close it.

CAST recommends getting a contract in place and getting a contract lawyer to conduct this piece of work, particularly if you are using savings/taking out a mortgage to cover the work.

You will also be able to raise your concerns and any elements you want included in the contract, ensuring that wording is in place to protect you as much as possible.

While off-the-shelf contracts are available the more you are spending on your project the greater the benefit of seeking a tailored contract that represents your interests.

A contract will not stop a rogue. It will enable you to manage a good tradesperson and, if it goes wrong, ensure you can get rid of the rogue due to clear breach of contract. If you chose to progress to small claims it will clearly demonstrate where the contract was breached and with Trading Standards what the tradesperson had legally agreed to do vs what they actually did.

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Menu

• Principle Designer
  • Principle Contractor (Builder) acting as Principle Designer
  • Architect
  • Architectural Technician

• Brief
• Scope (High level)
• Scope (In Depth)
• Managing Scope Creep
• Common Milestones

Design

Principle Designer

Under the new Building Control laws if you need Building Control to sign anything off, you will need a Principle Designer.

A Principle Contractor (builder) can be both principle Designer and Contractor ie: knocking two rooms into one.

If you need, or want a separate Principle Designer and/or have a project that requires construction drawings there are two routes:

• Architect
• Architectural Technician

What is the difference? Both can be creative and have great design ideas and each have their own code of conduct, governing body and associated requirements they need to meet in order to practise.

Ultimately, you need to chose someone you can build a rapport with. They will  be interpreting your ideas and proposing some of their own. 

An Architect

Focus

Architects focus on the aesthetics and structure of buildings 

Responsibilities

Architects design, plan, and supervise. They can manage the planning permission process for you.

Training

Architects are generally more design-led 

Licensing

The term ‘architect’ is a legal definition. 

Architects are governed by RIBA (Royal Institute of British Architects) and must be registered with the Architects Registration Board (ARB). If they are not registered, they are not legally an architect.

They must adhere to a professional code of conduct and can be reprimanded if they are found guilty of negligence. 

Critical Checks

Architects

• Check your architect can legally practice. Search the Architects Registration Board (ARB) Architects Register. If they are not registered, they legally are not an architect.

• You must get copies of their Personal Indemnity Insurance (PII) certificates to be sure you are protected
  • £0 – £100,000 budget requires £250,000 PII
  • £100,000 – £500,00 budget requires £500,000 to £1 Million PII
  • £500,000 and over requires £2 million to £5 million PII

Top Tips

• Work on looking for their having PII cover to the value of 3 to 4 times your budget.
• You need to formally appoint the Architect before work can start.

Resources

• ARB: Checklist: Before Hiring an Architect contains a link to download the page as a checklist.
• ARB: Working with an Architect, includes information on the Architect’s Code and the standards of professional conduct and practice you can expect as a customer.

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An Architectural Technician

Focus

Architectural technicians focus on the more practical aspects. 

Responsibilities

Architectural technicians organize technical data, develop specifications, and create construction plans. They can manage the planning permission process for you.

Training

Architectural technologists have more experience and training in the science and technology of buildings. 

Licensing

Technicians are governed by CIAT (Chartered Institute of Architectural Technologists), are not licensed professionals, but they can become certified in their field of expertise. 

Critical Checks

Check your Architectural Technician is a member of CIAT and meets their requirements of excellence, ethics and accountability by checking their membership status.. 

Architectural Technicians can also qualify as a CIAT Registered Principal Designer

Get copies of their Personal Indemnity Insurance (PII) certificates to be sure you are protected

• £0 – £100,000 budget requires £250,000 PII
• £100,000 – £500,00 budget requires £500,000 to £1 Million PII
• £500,000 and over requires £2 million to £5 million PII

Top Tips

• Work on looking for their having PII cover to the value of 3 to 4 times your budget.
• You need to formally appoint the Architectural Technician before work can start.

Resources

• ARB: Checklist: Before Hiring an Architect contains a link to download the page as a checklist that also applies to Architectural Technicians.
• ARB: Working with an Architect, includes information on the Architect’s Code and the standards of professional conduct and practice you can expect as a customer.

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Brief

What do you want to do?

Be specific. 

• How do you want to use the space?
• What is the driver behind the project?
• Who will be using it and how often?
• What is your existing home like?
• What timescales are you looking for?
• What’s your budget?

What is your aesthetic

• Use a mood board or Pinterest board. This helps the designer understand you better and create a design to suit you.

What do you want them to do? 

• Just the design and construction drawings
• Lead and manage the planning permission / Listed Building Consent process
• Source and obtain quotes for construction professional services ie: Structural Engineers.
• Manage the relationship between you and your builder.
• Act as project managers

Top Tips

The cost of hiring someone to manage the process and people could be far less stressful than trying to do it yourself in addition to a full time job.

The costs could be a small percentage of the total project costs and a worthwhile investment.

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Scope (High Level)

Scope refers to a Scope of Work. it is a document that outlines a project’s objectives, deliverables, timeline and ,milestones.

It is a critical document that:

• Sets expectation of what you are expecting, by when and to what quality.
• Covers all stages of the work to be delivered in a project by the person who is required to deliver it.
• It must contain
  • milestones with dates of completion
  • what reports / meetings are required
  • when and who is sourcing, appointing  and managing additional trades.
• A scope sets out what the project is – and what it is not.

Top Tip

You can write your own scope and for a small job this is sensible and achievable. If this is new to you or you are investing a your savings or getting a mortgage for this project it is worth hiring the Principle Designer to create one for you.

Milestones to date are critical as they can be tied to stage payments, used to formally remove a rogue from the site and close the contract under breach of contract. 

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Scope (In Depth)

If you are going to write your own scope, use these headings. Be sure to include common Milestones.

1. Pre-Design/Feasibility Stage

• Client Consultation: Understanding the client’s needs, preferences, and budget.
• Site Analysis: Assessing the project site, including zoning, environmental concerns, and existing conditions.
• Feasibility Studies: Evaluating whether the project is possible, given the site’s constraints and the client’s objectives.
• Concept Development: Presenting rough sketches or ideas to establish the direction of the project.

2. Schematic Design

• Preliminary Design: Creating conceptual designs, including floor plans, elevations, and key design elements.
• Client Feedback: Incorporating client revisions and ideas.
• Initial Cost Estimates: Providing rough cost estimates based on the early design.

3. Design Development

• Refining the Design: Elaborating on the schematic design, adding details to the drawings and specifications.
• Structural Considerations: Working with structural engineers to ensure the design is feasible and safe.
• System Integration: Incorporating systems such as mechanical, electrical, plumbing, and HVAC into the design.
• Material Selection: Recommending materials and finishes, and coordinating with suppliers or contractors.

4. Construction Documents

• Detailed Drawings: Producing comprehensive architectural drawings, including dimensions, materials, and structural details.
• Specifications: Providing detailed specifications for materials, workmanship, and building standards.
• Permitting: Assisting in obtaining building permits and approvals from local authorities.
• Bid Assistance: Helping the client in selecting contractors by preparing documents for bidding and reviewing contractor bids.on.

5. Construction Administration

• Site Visits: Monitoring the progress of the project, ensuring that construction follows the design and specifications.
• Change Orders: Managing any modifications or adjustments to the plans during construction.
• Coordination: Communicating between the client, contractors, and other stakeholders to resolve issues as they arise.
• Final Inspection: Ensuring the project is completed to the agreed-upon specifications before final handover.

6. Post-Construction

• Project Close-Out: Conducting final inspections, providing “as-built” drawings, and ensuring all systems are functioning.
• Defects Liability: Addressing any issues or defects that arise after completion, often for a specified period.

Each phase ensures the Principle Designer is involved from concept through completion, safeguarding the project’s integrity and client satisfaction.

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Managing Scope Creep

What is scope creep?

Scope creep is when there is a deviation from your original written scope that has been costed against.

A deviation can occur because:

• Something unexpected has been discovered (ie: and old well shaft where the foundations are meant to go)
• Supply issue and you are presented with an alternative to what was originally specified and costed.
• You changed your mind on what you wanted
• You added something to the list.

Who can agree scope creep?

• You (the person that will be paying the bill) and the Principle Designer/Contractor (the person with whom you have the contract)
• Nobody else.

How to manage scope creep

In all instances you the customer need to receive the options that are open to you, the cost and time impact.

You must have this to make an informed decision – and understand the impact of what you are agreeing to.

Always document the options, cost, time impact of the options you chose by confirming in writing to the Principle Designer/ Contractor AND updating your diary and your budget.

Top Tips

• Do not, ever, give instructions to sub contractors. This is most likely result in you being surprised at a cost, the Principle Designer/Contractor will be given problems with timescale and managing other jobs.

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Milestones

A milestone is a key point in a project that shows important progress. With target dates, they give everyone involved clear goals to track whether the project is on time and going as planned.

 Milestones are often connected to finishing a specific part of the project, like completing the design or starting construction. 

Common Construction Milestones Include:

1. Project Kick-Off: The official start of the project, where initial plans, roles, and expectations are laid out.

2. Design Completion: The point at which all design-related documents, drawings, and approvals are finalized.

3. Permitting: Obtaining the necessary legal permits from local authorities to begin construction.

4. Site Preparation: When the construction site is cleared, excavated, and made ready for building.

5. Foundation Completion: The completion of the foundational work, such as laying concrete footings or slabs.

6. Framing Completion: When the building’s basic structure or framework is finished.

7. Rough-In Inspections: These inspections occur when systems like plumbing, electrical, and HVAC are installed but before walls are closed up.

8. Substantial Completion: The stage when the construction is almost complete and the project is ready for occupancy, pending minor adjustments or final inspections.

9. Final Inspection: When the building is inspected for compliance with codes and standards.

10. Project Handover: The official transfer of the completed project to the client, including all documentation and warranties.

Milestones help project managers, architects, and stakeholders stay on track by providing clear, measurable goals throughout the project.

Top Tips

Milestones with target dates are critical

• They will help you define and stick to payment schedules once all relevant tasks and activities within each milestone are completed to the appropriate level thus satisfaction.
• Do not allow the next Milestone to start until the current one is finished. This is how houses end up uninhabitable ie: the interior strip out work has been allowed to progress before the roof milestone is finished.
• Do not pay out any money for work that is sub standard within one milestone, it needs to be rectified before moving onto the next milestone.
• Milestones can also be used to remove a rogue or failing tradesperson from a project due to the inclusion of target dates. If a date has slipped by a month or so you can start proceedings with Citizens Advice pro-forma letters to close the contract.

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Welcome! Is this the first item you clicked on?

Ok, we get it. But please read through the other elements. If you have an unclear scope, no defined milestones, a poor/missing contracts you are going to have a problematical project, and if it goes wrong you will have weak-to-no evidence to prove what was agreed vs what you were left with.

All those other sections are to help you protect yourself and have work done successfully on your home.

Even the best tradespeople make assumptions based on their expertise and if you are assuming something else – that’s when it gets tricky.

Disclaimer

We can share how to complete checks, but we cannot help you find a tradesperson. You will need to make a decision on your own. CAST’s target is to enable you to learn about the issues that can arise so you can make informed decisions. CAST is not responsible for your decision.

Menu

• Where to Find Them (or Not)
  • Word of Mouth
  • Social Media
  • Online
• Checks
  • Why are they Important
  • CHECKS YOU NEED TO CARRY OUT
• Other Things to Consider Before Appointment
  • Gut Feeling
  • Building Control & Other Third Parties

Where to find them (or not)

Word of Mouth

This is still the best route. You can ask questions, see the work quality and get a general feel for what a project will feel like with that tradesperson.

Good for

• Mid to large projects where significant risk, and finances, are involved.
• Be prepared to wait. Be patient. Don’t rush it and risk it.
• Being able to discuss the customers’ experiences, what they felt went well, what they were not happy with.

Where to find them

• Drive around the area and see who is working on which houses.
• If a work is in progress, you can see how they work, connect with the customer and see the work in progress and the finished work.
• Ask neighbours, friends, family and pub acquaintances who is good, who is recommended – and who to avoid. 

Beware!

• If the tradesperson refuses to connect you with previous customers, you need to ask yourself why.
• Good trades can take longer than you had hoped. Balance out the reputation with your time to see how long you can wait. .

Checks

Our survey shows that the significant majority of respondents appointed someone that was recommended, by family, neighbours, friends, architects, only to discover they had hired a rogue.

This shows that despite recommendations, you must complete checks on your tradesperson

Top Tips

Tradespeople can decide they don’t want to work on your project and they don’t need to give a reason – the same way you can decide not to proceed with someone. Accept this with good grace and move on.

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Social Media

Good for

• Everyday small jobs and repairs that need doing relatively quickly.
• Finding a Sole Trader who is the one person you have contact with throughout the work

Where to find them

• Join your local FB groups.
• Search those groups for the skill you need, ie: electrician. 
• Other people will have asked the same question, look for those posts. 
• If they are about 18 months to 2 years old, message the person who made the post, introduce yourself, reference the post and your need and ask them if they found anyone and if so, would they recommend them.
• Do this on a few posts as you may not get a response.

Beware!

• Lots of people recommend their friends and family.
• Reviews can be faked.
• Unless people name-and-shame, it’s impossible to tell the good from the bad.
• Good ones tend to be booked well in advance from word of mouth references so don’t generally need to use Facebook.

Checks

• When you get a name, search for them on Facebook and online generally.
• Take a look at their profile. Do you see anything that makes you want to not proceed? How do they engage with other people?
• If you contact someone, check if they will be doing the work or putting a sub contractor in (for small works, the latter is not ideal as it creates complication on a simple job)
• You will still need to complete the below checks to ensure you make an informed decision.

Top Tips

• Check if they will be doing the work or putting a sub contractor in (for small works, the latter is not ideal as it creates complication on a simple job)

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Online

This covers individual companies through to website offering to connect you to traders that they state are checked and therefore trustworthy.

Good For

Finding tradespeople in your area and learning what they can do.

Beware

• Reviews can be faked. Always take any review with a pinch of salt.

Top Tips

• CAST feels that sites offering trusted, checked traders are high risk and require caution and the full range of checks. We have numerous accounts of victims finding their rogue on these platforms.

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Checks

Why are checks important?

It is impossible to tell the good from the rogues on face value.

The numbers of inexperienced and unqualified tradespeople are growing. With the exception of electricians and gas-safe engineers, all other trades have no legislation so anyone can set themselves up in business.

Rogues know the regular advice of not going with the cheapest etc. So we need to look at areas they cannot hide nor change to find out if we are dealing with a rogue or one of the good guys.

Protect your money as you would your children

Our 2024 Survey shows

• £48,574 mean average loss of money per project to rogues (excluding make-good costs)
• £374 being the lowest
• £304,000 the highest.

The costs you pay to get the work done are likely to double if the work is sub-standard and needs to be removed and replaced.

You are handing over your hard earned money to maintain or improve your home.

The bigger your budget, the more checks you need to protect yourself.

Top Tips

This might help: try the ‘Two Pints and a Puppy” test. Ask yourself two questions:

1. Would I want to have two beers with this person?

2. Would I trust them to look after my puppy over a weekend

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Checks You Need to Carry Out

These are in-depth checks that need to be done before you appoint someone. CAST recommends completing other online checks before getting to this stage.

Remember: the more you are spending, the more you need to carry out these checks.

List of Checks

• Companies House
• CCJs ( County Court Judgements
• VAT Registration
• Trade Qualifications & Certifications
• Insurance
• DEPOSIT OPTIONS
• Previous Customers

How to do These Checks

Companies House

What is Companies House

All Limited (Ltd) companies are listed in Companies House.

People who have closed their Ltd companies are still listed on companies house as it retains past information. This way you can still see if a Tradesperson has a history of opening and closing businesses every year – and you can walk away.

Check a Limited company

You can search for a company for free, check the company accounts, financial and personal information.

Check by Director Name (or if not Limited)

Where you are planning to spend a lot of money it is worth checking even if the tradesperson is not currently trading as a Ltd company. 

By searching by name (and cross referencing their birth months and year) you can see if they have a history of opening & shutting businesses each year, but have decided to not set up a Limited company for their current business.

You will need to have an estimate of, or know, their birth year as a minimum to help you start digging. 

Check their Finances

When you have identified the company you are looking for, navigate to Company Accounts to see the filed Financial Statements. Review turnover, profit, liabilities and debt levels to assess the financial health of the company.

If your eyes glaze over with numbers or finance, find someone who finds it fun, or who has experience with business finances and ask them to take a look.

Note: You will not be able to access a tradesperson’s personal finances. See Top Tip for this section.

Financial Documents include three main documents:

• Balance Sheet
  • Provides an overview of the company’s assets, liabilities, and shareholders’ equity.
• Profit and Loss (P&L) Account
  • Shows the company’s revenues (total income before any outgoings), expenses, and profits over a specific period. A recent change in the law means that small companies now must include this statement with their accounts. However, rollout date has not been published yet so this requirement could change yet again.
• Cash Flow Statement
  • Details the inflows and outflows of cash within the company. Typically, this is only available for larger organisations.

To understand and interpret the above, this is a really great beginner’s guide explanation of what to look for.

• Auditor’s Reports
  • An auditor’s report is a formal document issued by an independent auditor providing their opinion on whether a company’s financial statements are fairly presented and comply with accounting standards. They are useful for providing transparency, building trust, and aiding stakeholders in making informed decisions. 
  • This will help you understand more.

Top Tips

You cannot complete a credit check on anyone without their permission. But you can put it in your contract that the tradesperson agrees that you can conduct a credit check and subject to it being satisfactory the contract will stand, or have a clause specifying the parameters of what a poor credit rating looks like and how that will end the contract. It is only fair that you offer permission to the tradesperson so they can carry out a credit check on you in return.

If a Ltd company shows no filed documents and you are unable to assess your preferred company’s financial health, use the contract clause above for credit checks AND you can start to search for their names and estimated birth month and year, as mentioned above. This will help you ascertain if they are just new, or listed as new for a reason (ie: a rogue’s phoenix company).

Companies House terminology

Compulsorily Struck Off

This can happen to a company for: 

• Not submitting  accounts on time
• Not submitting an annual confirmation statement
• Ceasing trading
• Having no Directors appointed

Voluntarily Struck Off

This is sought by the company if/when the company meets this criteria:

• It is solvent and has no outstanding debts 
• It has not traded or sold stock in the last three months 
• It has not changed its name in the last three months 
• It is not threatened with liquidation 
• It has no agreements with creditors 
• It is not subject to any legal proceeding

Top Tips

If you are in dispute with your builder and/or this has escalated to a closure of contract and trading standards and/or legal proceedings, victims can prevent the company being struck off either Compulsorily by Companies House or Voluntarily by the Rogue.

It is useful if you are owed monies as a company cannot be closed or directors disappear if monies are owing. 

Resources

Gov.uk: Object to a Strike Off

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CCJs (County Court Judgements)

What it is / How do you get a CCJ

A County Court Judgement is a court order than can be issued against you if you don’t repay a debt or comply with a court order.

For our purposes, you could seek a CCJ against a tradesperson if you are asking for your money back, asking for payment if any agreed repayments have not been kept up with and there have been no attempts to contact you, or evasive tactics displayed, to discuss and make up missed payments.

Check for CCJs

You can search for CCJs in two ways:

• Against a person and 
• Against a company. 

There is a charge for each search

Depending on the scale of your project it is worth buying the more expensive option and carrying out both searches. 

CCJ Results

You will get a report stating:

• The details searched for
• A colour coded summary of how many CCJs are Unsatisfied (ie: still unpaid) and Satisfied (ie: paid)

Each CCJ found will show:

• The Case Number
• The Amount owed
• The name, address, registered address of the person who has been given the CCJ
• The court name, contact number and date of judgement.
• You will also get a list of the registers that have been searched but returned no results.

You will not get any details of who is owed as this is protected information and not relevant to the search.

Top Tips

CCJs affect your credit rating, show up on a credit report and typically could (but may not) affect a tradesperson’s ability to get credit. It depends if a deeper credit check is carried out.

CCJs also have a six year period to be paid off. It remains ‘Unsatisfied’ until full payment is completed. If it takes six years to pay off the debt, the CCJ will be marked as ‘Satisfied’, if it is not paid off it will permanently be marked ‘Unsatisfied’.

Resources

Gov.uk: Search Register of Judgements Scroll down to the bottom.

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VAT

If a company or individual is VAT Registered it is a statutory requirement for a valid VAT number to be displayed on

• Invoices
• Letterheads
• Websites

It is illegal to charge VAT if you are not VAT registered. If they present an invoice with VAT added, you do not have to pay the VAT.

If the annual turnover exceeds £90k then a company or sole trader must be registered. They can voluntarily register with a lower turnover.

How do I check a VAT number is valid?

• A UK VAT number is 9 digits long.
• Check it is genuine:
  • Online
  • By phone: 0300 200 3700.

• Check the name registered is the same as the person / company you are checking on. A VAT number can be copied and used fraudulently.
• If the VAT number comes up as invalid or not recognised, this is not a genuine VAT number.  

If anyone is charging VAT and is not registered to do so, or is fraudulently using another company’s VAT number you can report them here.

Top Tips

Check if your tradesperson is thinking of – or is going through – VAT registration before or during your project. 

A trader cannot include VAT on your invoices they get their VAT registration number but they can increase prices to account for the VAT that will be  need to pay to HMRC.

If they provide and invoice with VAT but have not yet completed their registration you can withhold the VAT until they have completed registration and can produce (and you have checked) a valid VAT number.

Resources

A useful Blog article explaining VAT details in an accessible, digestible way.

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Trade Qualifications  / Certifications

The only skilled trades that are legally required to belong to a trade association are gas fitters and electricians.

Always ask to see their membership cards/document and look out for:

• Does the photograph match the person stood in front of you?
• Does the certificate has the correct date on it?

Take a note of their details and check their credentials (see Resources below)

Do not allow anyone other than the person undertaking the works to sign off on their works. 

Top Tips

Always take and review the card where offered, some builders will retain in their hand the certificate and flash it at you. This is a risk and suggests there may be a problem with their membership ie: expiry dates.

Resources

Check a Gas Fitter 

Check an Electrician 

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Insurance

Check they have Insurance

Your builder ideally needs both of the insurances below.

Get a copy of certificates from them and check that they are valid.

Public Liability Insurance (PLI)

• You can claim on a tradesperson’s public liability insurance (PLI) if you are a victim of an incident caused by the tradesperson.
• Roughly how much should they have?

Professional Indemnity Insurance (PII)

• You can claim on a tradesman’s professional indemnity insurance (PII) if they have made a mistake or been negligent in their work
• Get copies of their Personal Indemnity Insurance (PII) certificates to be sure you are protected
  • £0 – £100,000 budget requires £250,000 PII
  • £100,000 – £500,00 budget requires £500,000 to £1 Million PII
  • £500,000 and over requires £2 million to £5 million PII

Work on looking for their having PII cover to the value of 3 to 4 times your budget.

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Deposit Options

DO NOT PAY CASH OR DIRECT BANK TRANSFERS

• This is the best way to say goodbye to your money forever.
• These payments are untraceable.
• These payments are not covered by Consumer Laws.

Most Frequently heard tradesperson pushbacks:

• Trust works both ways.
• Why should I fund your project?
• You need to commit to the project, so I know you are not a timewaster
• You need to give me a deposit so if I buy materials and you cancel, I’m not left out of pocket.

If they insist on a bank transfer or cash – WALK AWAY. 

One of the common reasons for wanting a BACS deposit up front is that the tradesperson will be funding another job with your deposit and looking to pick up another job, and get their deposit, in order to fund your project. If the tradesperson mismanages their business, over stretches, is consciously mis-managing funds then you may be left without a deposit and without a project.

Option 1: Credit Cards

The only way you should provide a deposit is with a credit card.

If they want a deposit, they need to take a credit card. 

Credit Cards are covered by Section 75 of the Consumer Credit Act.

This means that the card company is liable for the total works even if you only put £100 on your credit card and then do a BACS transfer for the remainder (See top tips for added security). 

The goods / services need to cost between £100 to £30,000.

You are covered if:

• The goods or services are poor quality
• The services were not carried out with reasonable care and skill
• The items were never delivered
• The purchase was cancelled or disrupted

To claim, there is a 120 day limit BUT if the card payment is for a deposit, make sure you label it as such, and your 120 day claim period starts from the day the event would have happened.

It is illegal for the tradesperson to charge you the credit card fee which will only be a few %.

Paypal is and alternative to cash. It is NOT an alternative to a credit card. It is through a third party so not covered by Section 75.

Option 2: Use a solicitor to hold the funds

An alternative is to put the money in the trust of a solicitor and he can then release all payments when approved.

This will have an associated fee but will mean you get your money back if you have hired a rogue.

Top Tips

ONLY agree a deposit as part of a schedule of payments. The schedule of payments needs to reflect the Milestones in your scope and contract.

• Example:  A milestone is to finish all the roof / soffits / guttering / downpipes to a the satisfaction of building regulations. Once that is complete then the staged payment can kick in.

If you use a credit card for a deposit and decide to use it for the minimum and the rest in BACS:

• DO ensure all references are copied across so there is a clear paper trail that both payments are for the same job.
• DO ensure the tradesperson’s bank details match their company details. A business bank account can cost the tradesperson fees however that is the cost of doing business. It also gives a more professional impression, helps build the business’s credit rating (which you will be checking at Companies House) and in turn can help them get loans/trade accounts. Think very carefully before putting money into someone else’s private bank account.

Resources

Protection when buying – using a credit card

Financial Ombudsman: Section 75

Gov.uk: Laws on charging customers for credit card fees

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Previous Customers

Discussions with previous customers are good practice.

Ask for customers that had a similar size / value project to yours.

And if they refuse?

If the tradesperson refuses or objects, consider why this might be the case. CAST would consider this a red flag.

If they agree AND provide the contacts:

• Get your questions ready
• Beware of overloading your hosts but do make sure you get a solid understanding of how the tradesperson was.

Example questions:

• Could you confirm the scope of works?
• How did you find the contractor?
• Would you use them again?
• Who did you have most contact with?
• Did they keep the site safe and tidy?
• How did they handle payment schedules and deposits?
• How were changes in the scope and payments handled.
• How did they handle milestones and contracts?
• Did the project end on time and budget?

If applicable:

• Who carried out the building control aspects of your project
  Were you made aware of when the site visits took place and any issues that arose?
• Did you receive all completion certificates (electric, gas, building) in a timely manner?

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Other Things to Consider

Trust your Gut

Gut feeling is good, but not good enough.

Our survey showed an overwhelming majority of respondents went with someone they felt they could build a relationship with. Rogues can be very charming and convincing.

Be cautious.

First impressions

• Your first meeting is an important moment to set the scene on how your relationship might continue.
• You and the tradesperson will be measuring each other up. This is natural and normal.
• Before meeting a tradesperson consider: 
  • Who will be the primary point of contact for the tradesperson across the project
  • Will you and your partner have different responsibilities, or will you share them?
  • How will you make decisions?
  • Who will be documenting and following up in writing the key conversations?
  • Who will be actioning the payments?

This is clearly written from the perspective of a couple; as a single person you will be responsible for it all though may wish to partner with a family member, good friend or your appointed designer if that works for you.

Thing to look out for:

Beware:

When a question is asked, who gets the answer?

If the person asking the question will be the primary point of contact but the answer is never addressed to them you can politely work this into the conversation, ie: I’m going to be on site most days so I was wondering <ask another question> and observe the reaction and response. 

If they don’t answer the person asking the question, are they the right person to hire?

If you are clear on what you want, and this is rejected, what is the reaction?

If you are set on the boiler going in a specific location but the tradesperson is set on locating it elsewhere, ask them why.

If it is their preference that is fine, but this may not be the right tradesperson for your project – and you may not be the right customer for them.

Is the answer ‘Yes, we can do that’ to anything you raise even if it’s outside their area of expertise?

This may be genuine, so dig deeper.

• Do they provide the service themselves or sub contract?
• How many projects of that type have they done?
• What was the most recent? 
• Can you see examples of each?

Can you meet previous customers and see their work?

If they refuse you will need to consider why.

Top Tips

Remember, for verbal conversations:

• 7% of meaning is to be found in the words that are spoken.
• 38% of the meaning is to be found in the way that the words are said.
• 55% of meaning is to be found in facial expressions.

This a job interview. You be handing over a large amount of money over a short period of time and probably paying it off for many years. 

Proper background checks can help filter out rogue tradespeople.

.Clear, dated milestones and strong contract management are key to maintaining a good working relationship.

Remember, not all tradespeople are rogues—cautious trust is essential to move forward after a bad experience

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Building Control and Other Third Parties

CAST has received multiple reports of rogues taking fees for contacting building control and when the customer checks much later on, building control have no record of their project.

We have also heard of rogues posing as private building control agents, which is now illegal, to raise more money and to stop interference from the proper authorities delivering their role to protect you and your home.

It is better to contact and appoint your own specialist third parties to ensure

• That work gets done
• That you pay the appropriate amount
• That you can be sure they are involved.

Specialist third parties include but are not limited to:

• Building Control
• Specialist surveyors (ie: drainage fields for sceptic tanks/sewage treatment plants)
• Quantity Surveyors
• Structural Engineers

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