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Start with the work, not a professional’s title
“Architect or builder?” is not a universal either-or decision. The right choice depends on the work you want done, the plans and permits the project requires, and which services each candidate actually offers. Philadelphia’s guidance does not establish a single rule for when every homeowner should hire an architect rather than a builder. Define your project first, and confirm plan requirements for that specific scope with the Department of Licenses and Inspections (L&I).
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Write a short project brief
Before contacting candidates, record the property’s address and type, the work you want completed, your priorities, and any known questions about structure, zoning, or permits. Distinguish desired outcomes from assumptions about how the work must be done. For example, describe the rooms or building elements involved and what you want to change, while marking any suspected structural or permitting issue as a question to resolve.
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Work out whether plans or design services are needed
Philadelphia’s June 2026 StartRight guide says building plans generally must be sealed by a registered design professional. It describes a limited exception for certain non-structural alterations with associated costs under $25,000. The guide also says zoning plans are not typically required to be sealed. These are not blanket exemptions from permits or professional plans: the exception is limited, and the requirements for your project depend on the actual work. Confirm current requirements with L&I before deciding that plans, a seal, or a permit are unnecessary.
A builder may explain how the proposed construction would be carried out, but do not assume that a builder’s role includes architectural design or preparing every plan a permit application requires. Likewise, do not assume that hiring an architect means the architect will select or supervise the builder, manage every application, or provide construction services. Ask each candidate to list deliverables, exclusions, coordination duties, and the point at which another professional or contractor would be needed.
Build a shortlist, then verify credentials
Use directories and referrals to discover potential candidates, not as substitutes for official verification. The City of Philadelphia points homeowners to AIA Philadelphia’s architect finder as one way to locate local architects. The same City guidance recommends checking contractor licensing or registration, reputation, references, bids, complaints, and permits. Discovery and verification answer different questions: a directory can help you find a name; an official record helps establish what credential or status is on file.
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For an architect: check the individual professional license
Search the Commonwealth’s professional and occupational license verification service for the architect’s license status and any disciplinary history shown. Verify the individual professional rather than relying solely on a firm name, website, business card, directory entry, or an assertion that someone is licensed. If a firm proposes that a particular person will be responsible for professional work, check that person’s record.
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You can use the City’s StartRight guide to find its reference to AIA Philadelphia’s architect finder, but finding a candidate there does not replace the state license check. If the result is unclear, ask the candidate for the name under which the license is recorded and verify it in the Commonwealth’s system.
For a builder: identify the correct City or state route
Philadelphia distinguishes among contractors based on the work and property involved. The City says contractors working only on existing one- or two-family residences generally fall under Pennsylvania’s Home Improvement Contractor registration route, with specified trade-related exceptions. Other contractors doing covered work may need a Philadelphia contractor license. Licensed trades can have separate requirements. Do not infer the applicable credential from the word “builder” or from a generic claim that a contractor is licensed; first establish the project type and who will perform the work, then verify the applicable current record.
Pennsylvania’s Office of Attorney General says contractors performing at least $5,000 worth of home improvements per year must register as Home Improvement Contractors. That is an annual-work threshold in the state’s registration guidance, not a rule that every project below $5,000 is exempt from all licensing, registration, permit, or trade requirements. Review the Attorney General’s current registration and renewal instructions and confirm which rules apply to the actual contractor and scope.
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Do not confuse contractor credentials with trade credentials
A project can involve a general contractor as well as separately regulated trades. Philadelphia’s guidance describes exceptions and different requirements for certain categories, including some trade work; it does not make one contractor credential a substitute for every license or permit that might apply. Ask who will do each part of the work, whether subcontractors will be used, and which credentials and permits apply to those roles. Verify the actual category and current status through the relevant official system.
Compare proposals on scope and evidence
Once you have plausible candidates, compare what each one is offering—not just the headline fee or a confident verbal estimate. Philadelphia explicitly recommends obtaining more than one bid, checking references, and reviewing complaint information. The additional comparison points below are practical questions to expose differences in scope and responsibility, not a City-endorsed ranking system.
| What to compare | Questions to ask | What to look for |
|---|---|---|
| Relevant experience | Have you completed work similar in property type, scope, and constraints? May I speak with references for comparable projects? | Specific examples and references tied to the work you need, rather than broad claims alone. |
| Scope and deliverables | What services, drawings, construction tasks, coordination, and follow-up are included? What is excluded? | A written description that makes it possible to see what you are and are not buying. |
| Assumptions and changes | What assumptions does this proposal make? How are requested changes handled and documented? | Clear explanations of assumptions, allowances, and the process for addressing changes; do not assume different proposals use the same terms. |
| Fee or bid structure | How is the proposed fee or bid organized? What does each payment milestone cover? | An explanation you can compare with the stated scope. The City materials cited here do not prescribe one fee structure. |
| Credentials and records | Which license, registration, or trade credential applies to your role? Can I verify it? Are there records I should review? | Details that can be checked in the appropriate official system, plus consideration of available violation or complaint information. |
| Permits and insurance | Who prepares applications, obtains permits, and follows up? What proof of insurance can you provide? | Written responsibility assignments and proof of insurance, not an assumption that someone else will handle these matters. |
| Communication | Who is the day-to-day contact? How are decisions, questions, and changes recorded? | A practical explanation of how you will communicate and document decisions during the work. |
Check references with project-specific questions
Ask for references whose projects resemble yours and contact them directly. Focus the conversation on observable aspects of the work: whether the agreed scope was clear, how questions and changes were handled, whether responsibilities were understood, and whether the reference would hire that professional again for comparable work. The City recommends checking references; it does not publish a single scoring method. Use the answers to clarify questions with the candidate rather than treating one reference or online comment as a complete evaluation.
Review complaint and violation information carefully
Philadelphia recommends checking complaint information, and its contractor lookup shows contractor license information and violation history. Review what is actually available for the candidate, and ask for an explanation of relevant findings. A lookup is one source of evidence, not a complete assessment of project quality or fit. Do not treat the absence of a displayed record as proof that no concern has ever arisen, or treat an unexplained search mismatch as proof that a contractor has no record; check spelling, business or individual names, and the current lookup information.
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Put permit, tax, and insurance duties in writing
Philadelphia’s StartRight guide advises homeowners to use a written contract and clearly identify who is responsible for obtaining permits. Its checklist also recommends confirming tax compliance and requesting proof of insurance. Make these responsibilities explicit before work begins rather than relying on a general promise that the contractor will “take care of it.”
Write down who does what
In the contract, specify who determines which applications are required, who prepares and submits them, who pays applicable fees, who responds to City requests, and who obtains the permit before covered work starts. If an architect, builder, or another professional has a role in preparing plans or supporting an application, name that role and its limits. If the contractor expects the owner to obtain a permit or provide documents, state that plainly and agree on what must happen before work can proceed.
Also clarify how the parties will handle changes that could affect the scope, plans, or permit. The aim is not to assume that every project follows the same process; it is to make the division of work visible so you can resolve gaps before they become schedule or compliance problems.
Ask for proof, not just assurances
Request proof of insurance and clarify what coverage applies to the contractor’s work. Philadelphia’s permit guidance says that contractors named on a permit must have an active license, be current on City taxes, and have current insurance on file with L&I. It also says a licensed Philadelphia contractor must perform work in many cases, while noting an exception for some projects on existing one- or two-family homes that do not require electrical or plumbing permits. Apply the full, current conditions on the City’s building permit guidance to your particular job; do not generalize an exception to projects with different work or permit needs.
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Confirm permit requirements and check the permit record
A contractor’s statement that a project is “small” does not establish whether a permit or plans are required. The work and project conditions matter. Philadelphia’s building permit page describes the City’s contractor requirements for work covered by its rules, and the June 2026 StartRight guide summarizes plan-sealing requirements and limited exceptions. Ask L&I about requirements for your actual scope before relying on a candidate’s interpretation.
- Describe the proposed work accurately. Give L&I the property and scope details needed to determine applicable permit and plan requirements. Do not omit work that may affect the answer.
- Confirm who is responsible for the permit. Use the written contract to assign application preparation, submission, follow-up, and permit acquisition.
- Verify the named contractor meets the applicable conditions. Philadelphia says a contractor named for a permit must have an active license, be current on City taxes, and have current insurance on file with L&I, subject to the City’s applicable rules and exceptions.
- Check the record through the City’s permit lookup. Use the Contractor Permit Lookup to search by contractor or company name, or by permit number.
- Allow for recent updates to appear. L&I says actions made in the last 24 hours may not yet show in the lookup. A missing very recent record is therefore not conclusive by itself; confirm with the appropriate City channel before treating it as evidence that no action occurred.
Use a decision process that leaves no hidden gaps
A sound selection is not simply the candidate with the most polished presentation or the lowest initial number. It is the candidate whose relevant experience, verifiable credentials, defined scope, communication, and permit responsibilities fit the job—and whose proposal lets you understand the trade-offs.
Before choosing
- Define the property, intended work, desired outcomes, and known questions.
- Ask each candidate to identify comparable projects and state what work they would handle.
- Confirm whether the project needs plans, a registered design professional’s seal, permits, or licensed trades with L&I.
- Check an architect’s individual Pennsylvania license and disciplinary record through the Commonwealth’s verification service.
- Determine which contractor or trade credential applies, then verify the current record through the relevant state or City system.
- Compare more than one written bid or proposal for scope, assumptions, exclusions, payment milestones, and responsibilities.
- Check comparable references and review available contractor complaint or violation information.
Before work starts
- Sign a written contract that identifies who obtains required permits and who handles applications and follow-up.
- Confirm tax-compliance and insurance expectations, and request proof of insurance.
- Confirm the required permits have been obtained before work begins.
- Use Philadelphia’s permit lookup for the contractor or permit number, while accounting for the City’s stated delay of up to 24 hours for recent actions to appear.
Individual license and registration status, permit records, instructions, and code requirements can change. Check the official state and City records and current L&I guidance when you are ready to hire and before the work begins.
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