The reliable way to check a building contractor is to verify five separate things with the proper authorities and records: the contractor’s identity and licence, current insurance and any required bond, the permits and plans approved for your exact scope, inspections completed during the work, and the final sign-off or certificate issued at closeout. A licence or a passed inspection alone does not prove that every part of a project complies.
Rules differ by country, state, county, city, building type and project scope. Before relying on any checklist, contact the building department and the authority that issues contractor licences in the project’s location. Ask them what credential, permits, inspections, code edition and final document apply to your work. The examples from New York City and Cary, North Carolina, below illustrate possible processes; they are not nationwide rules.
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What “approved construction standards” actually covers
People often use “up to code” as if it were one test. In practice, compliance is a chain of related checks:
- Contractor authority: The business and the individual responsible for the work hold the licence or registration required for that type of project.
- Insurance and bonding: The contractor has the coverage and bond, if any, required for the work and locality.
- Permission to build: The building department has approved the proposed work and issued the necessary permits.
- Approved design: Construction follows the drawings, specifications and scope that the authority approved.
- Inspections: Required inspections are requested, performed and recorded at the correct stages.
- Closeout: The authority has issued the applicable final approval, sign-off, certificate of compliance or equivalent record.
These checks answer different questions. A properly licensed contractor can still work without a permit. A permit can exist while the built work differs from the approved drawings. An inspection report records a review at a particular time; it is not a guarantee about every concealed condition or future performance.
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1. Verify the contractor before you sign
Collect the exact identity and licence information
Ask for the contractor’s legal business name, trading name, licence or registration number, licence class, issuing authority and expiry date. If a company is sending a project manager or subcontractor, ask which entity is responsible for the contract and which licence covers the work. Record the details exactly as shown on the authority’s register.
Then check the number yourself with the authority that issued it. Do not rely only on a photograph, a website badge or a number printed on a quotation. FEMA advises owners to verify the answer with the issuing authority because licensing may be administered by a city or county rather than a state, and some jurisdictions have no general contractor licence.
| What to verify | What to ask the authority or contractor | Why it matters |
|---|---|---|
| Identity | Does the legal name and business address match the contracting entity? | Prevents confusion between similarly named businesses or an unauthorised individual using another company’s credentials. |
| Licence status | Is the licence current and in good standing? Are there restrictions or disciplinary conditions? | An expired, suspended or restricted licence may not cover your project. |
| Scope | Does the licence class cover this building type and the proposed structural, electrical, plumbing or specialist work? | A licence for one trade or project type may not authorise another. |
| Local requirement | If there is no general contractor licence, what registration or credential applies? | Some places regulate contractors locally or do not have a single general licence. |
Ask how many permits the contractor has obtained in your locality and how familiar the team is with the local code and permitting process. Experience with the same authority can reduce administrative mistakes, but it does not replace checking the permit yourself.
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Confirm insurance and any required bond
Request current evidence of general liability insurance and workers’ compensation coverage where applicable. Ask the building department or a qualified insurance professional which limits and types of cover are required for your project. FEMA’s owner guidance also notes that bonding may be required in some jurisdictions.
Check that the certificate names the correct contractor, is within its coverage dates and applies to the work being proposed. A certificate supplied by a contractor is evidence of what was presented, not independent confirmation that a policy remains active. If the project is large or high-risk, ask the insurer or broker to confirm the policy directly, using contact details obtained independently.
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2. Confirm permits and approved documents before work starts
Describe the complete scope to the local building department, including alterations, structural work, extensions, changes of use, demolition, mechanical systems and work on shared or historic buildings. Ask which permits, plan reviews, trade permits and inspections apply. Requirements can change with the building’s use, size, location, age and the adopted code edition.
- Write a scope summary. List every planned element, including work that may be hidden later, such as foundations, structural openings, drainage, fire separation, wiring and plumbing.
- Contact the building department. Ask for the permit types, application route, required drawings, fees, review stages and inspection schedule for that scope.
- Assign responsibility in writing. Your contract should say whether the owner, contractor, architect or another professional submits applications, pays fees, responds to plan comments and requests inspections.
- Obtain the identifiers. Before work begins, ask for copies of issued permits and the permit numbers or other identifiers. Confirm that the address, applicant, description and approved scope match your project.
- Keep the approved set accessible. Retain the stamped or electronically approved drawings, specifications, conditions and revisions at the site or in a shared project record.
New York City’s owner checklist is a useful example of the division of responsibilities there: a registered design professional submits construction documents for department approval, while a licensed or registered contractor obtains required work permits. The city also states that the owner remains ultimately responsible for the project in that jurisdiction. Your local rules may allocate responsibility differently, so obtain a written answer from your own authority.
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Do not treat a planning or building application as a permit
An application receipt, planning approval, quotation or building-control appointment is not necessarily permission to start construction. Ask whether the permit has actually been issued and whether any conditions must be satisfied first. Some work may require separate approvals from fire, environmental, utility, heritage or homeowners’ association bodies.
3. Compare the work with the approved plans
Keep a current copy of the approved drawings and specifications. At regular site visits, compare the visible work with the approved floor plans, elevations, structural details, schedules and written conditions. Focus on items that are difficult or expensive to change later: foundations, structural members, openings, fire-rated construction, drainage routes, waterproofing, insulation, egress and service locations.
Use a controlled change process
Record every proposed deviation, even if it appears minor. A useful change record identifies the original drawing or specification, the proposed change, the reason, the person who designed or authorised it, the cost and programme effect, and the date of approval.
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Ask the responsible design professional or building department whether the change needs a revised drawing, formal amendment, additional calculation, new permit or extra inspection. New York City guidance says work should conform to approved drawings and that some scope changes require an amendment. A contractor’s statement that a change is “standard” or “equivalent” is not the same as approval by the authority that controls the permit.
Warning signs during site checks
- The contractor cannot produce the approved plans or says the inspector has a different set.
- Work starts before the permit is issued or before a required pre-construction approval.
- Structural dimensions, materials, fire protection or service routes visibly differ from the approved documents with no written revision.
- Covered work is closed up before the required inspection.
- The contractor asks you to sign an inaccurate description of the work or to backdate an approval.
Photograph progress with the date and location, and keep meeting notes, drawings, emails, change orders and inspection notices together. Documentation gives you a factual record if a disagreement arises.
4. Plan and verify the inspection sequence
Ask the building department for the required inspection stages and the person responsible for requesting each one. The exact names vary, but a project may include foundation, structural framing, plumbing, electrical, mechanical, insulation, fire-safety, accessibility and final inspections. Some authorities require special inspections by approved agencies for particular structural or material work.
| Stage | Questions to answer before work reaches it | Evidence to retain | If the result is not approved |
|---|---|---|---|
| Pre-work or footing/foundation | What must be visible, and how much notice is required? | Inspection request, report, photos and any conditions. | Do not cover the work until the authority gives instructions; obtain the correction list and reinspection requirements. |
| Framing or structural | Which drawings and calculations will the inspector use? | Approved drawing revision, inspection result and engineer or special-inspection reports where required. | Have the responsible professional review the issue and document the approved repair or redesign. |
| Building services and fire safety | Are separate trade permits or tests required? | Trade inspection records, test certificates and commissioning documents where applicable. | Correct the defect and arrange the required reinspection or test. |
| Final | What must be complete before the final request, and who requests it? | Final inspection result, list of outstanding conditions and closeout application. | Resolve every listed item; do not assume practical completion is legal occupancy or approval. |
Ask for written results rather than relying on a verbal “looks fine.” Keep the inspection date, inspector or agency, areas inspected, pass or fail status, corrections and reinspection date. If a contractor says an inspection passed, verify the result through the building department’s portal or records office when that service is available.
What an inspection does and does not prove
An inspection is evidence that an authorised reviewer examined specified work under the jurisdiction’s process. It may not reveal concealed defects, workmanship outside the inspected area, unapproved later changes or future deterioration. Continue normal quality-control checks and use a qualified design professional or independent inspector when the project’s complexity or risk warrants one.
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5. Obtain final approval and closeout records
At completion, ask the building department what document closes the permit. It may be called a final approval, certificate of completion, certificate of occupancy, certificate of compliance, sign-off or another local term. Obtain the actual document or an official record showing that required inspections and conditions are complete.
New York City project guidance treats required inspections and final sign-off as part of closeout. Cary, North Carolina, states that after a residential project is complete and all inspections are approved, the town can issue a certificate of compliance at the owner’s request as evidence that the work meets or exceeds minimum standards. Those documents and procedures are local examples, not universal requirements.
Build a closeout file
- Issued permits and all approved drawing revisions.
- Inspection reports, correction notices and reinspection results.
- Final approval, sign-off or certificate applicable to the property.
- Approved change orders and the authority’s acceptance of any amendments.
- Professional certificates, test results, warranties and operating instructions required by the project.
- A dated record of concealed work, service routes and equipment locations for future maintenance.
Keep the file for as long as the authority, your insurer, lender, lease, warranty or local law requires. Give a copy to a future owner or property manager when appropriate.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.How to compare contractors on compliance, not just price
Use the same questions and evidence request for every candidate. A low price is not useful if it excludes permits, inspections, design coordination or required insurance.
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|---|---|---|
| Licence scope and status | Licence number, class, expiry and issuing authority; your independent verification. | Matches the proposed work and is in good standing. |
| Insurance and bond | Current certificates and details of any required bond. | Correct entity, dates, coverage and project relevance. |
| Local permitting experience | Explanation of similar permits obtained with the local authority. | Specific, verifiable process knowledge rather than a vague assurance. |
| Permit plan | Written list of permits, approvals, responsible applicants and timing. | Includes the full scope and identifies who will request inspections. |
| Plan compliance | Method for controlling drawing revisions and approving changes. | Changes are documented and referred to the design professional or authority when needed. |
| Records and closeout | Commitment to provide inspection results and final sign-off documents. | Records are a contractual deliverable, not an informal promise. |
Be cautious if a candidate says permits are unnecessary without giving you the authority’s written basis, asks you to obtain a permit in the contractor’s place without explaining the consequences, refuses to identify subcontractors, or proposes to conceal work before inspection.
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If work has started without a permit or approval
Do not try to solve the problem by quietly continuing. Ask the contractor to stop the affected work and identify exactly what has been built, covered or changed. Contact the building department and explain the facts accurately. The authority may require an application, drawings, exposure of concealed work, engineering review, inspections, correction or removal. Requirements and penalties are local.
Preserve contracts, invoices, messages, photographs, drawings and inspection notices. If safety may be affected, obtain advice from an appropriately qualified design professional immediately. If the contractor refuses to cooperate, consider the licensing authority’s complaint process and obtain independent legal advice about the contract and your responsibilities. Do not make a false statement to an inspector or sign a document that describes work inaccurately.
When to involve a design professional or independent inspector
Consider independent help when the project changes structure, fire safety, accessibility, drainage, building use or a shared wall; when the approved design is complex; when defects are concealed; or when the contractor and owner disagree about compliance. A registered design professional may be required to prepare or certify documents in some jurisdictions. A special-inspection agency may also be required for specified structural or material work.
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Questions to ask in writing
- “Are you licensed or registered for the type of work proposed, and what is your licence number and issuing authority?”
- “Which permits, plan approvals and inspections does this scope require, and who will obtain and schedule each one?”
- “Which approved drawing set governs the work, and how will you record and obtain approval for changes?”
- “What current general liability and workers’ compensation coverage applies, and is a bond required here?”
- “How will I receive inspection reports, correction notices, reinspection results and the final sign-off or certificate?”
- “Which subcontractors will perform regulated trades, and what credentials do they hold?”
Confirm the answers independently with the relevant authority. Put the agreed responsibilities, document delivery and change procedure in the contract.
A practical owner’s checklist
- Write the complete project scope and identify the property’s location, use and existing approvals.
- Obtain each candidate’s legal name, licence details, insurance evidence and bond information where relevant.
- Verify licence status and scope directly with the issuing authority.
- Ask the building department for the required permits, approvals, code basis and inspection stages.
- State in the contract who applies for permits, pays fees, posts documents and requests inspections.
- Receive the issued permit identifiers and approved plans before work begins.
- Keep the current approved drawings at the site and record every revision.
- Photograph progress and document changes before work is covered.
- Obtain written inspection results and arrange corrections and reinspections promptly.
- Collect final approval, sign-off or the applicable certificate together with the complete closeout file.
Why local confirmation is essential
Licensing authority, code edition, permit thresholds, inspection names, online records and closeout documents can change. A requirement for a single-family alteration may differ from one for a commercial, multi-unit, historic or change-of-use project. The safest sequence is therefore consistent—verify the contractor, ask the building department, follow the approved plans, record inspections and obtain closeout—but the exact documents and deadlines must come from the authority governing your property.
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