Do these 3 things before closing this tab:
1Fix the driver behind crashes, sound loss and screen glitches2Repair Windows errors before they cause bigger problems3Scan for outdated or missing drivers - takes under a minuteBefore signing, check the builder’s exact legal identity and licence or registration in the project’s jurisdiction, then test their experience against comparable projects, recent client references, insurance, and a clear written plan for approvals and inspections. Keep the records: an approval or final inspection document confirms regulatory steps, but does not by itself prove that every item in the building contract has been completed.
Start with the builder’s legal identity, not just the trading name
A business name on a sign or website may not be the legal entity that holds the licence, signs the contract, or carries responsibility for the work. Before comparing a builder’s claims, ask for the full registered business name, licence or registration number, and the names of the relevant directors or practitioners. Search the exact names in the official records for the location of the project.
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Where a directory allows it, search both the operating name and the legal name. Ontario’s HCRA guidance notes that a business may hold multiple licences and recommends thorough checks. The point is to establish which entity—and, where relevant, which individual—is actually authorised for the work you are considering. A search for a familiar brand name alone may not identify the contracting entity.
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- Record the name shown on the proposed contract and compare it with the regulator’s entry.
- Check whether the licence or registration is current and covers the type of work being offered.
- Compare the listed class, conditions, restrictions, and any relevant disciplinary history with the builder’s proposed role.
- If names or records do not match, ask the builder to explain the difference and confirm it with the regulator before proceeding.
Use the official licensing or registration source for the project’s jurisdiction. The examples in this guide concern New South Wales (NSW), Victoria, Ontario, and the Australian Capital Territory (ACT); their registers, approval systems, and legal requirements are not interchangeable. If a project is elsewhere, find the relevant local authority and regulator rather than applying one of these examples as a universal rule.
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Read regulator records carefully
A register can show more than a simple yes-or-no licence result. Review the status, class, conditions, restrictions, disciplinary findings, and other public regulatory information available for the builder and relevant individuals. In Ontario, the HCRA Builder Directory includes licence status and regulatory history. NSW guidance also directs consumers to business and complaint searches. What is publicly available varies by jurisdiction and record.
Pay attention to the status of each entry. An allegation, charge, decision, and active order are not equivalent. Do not treat every mention in a record as a proven finding. Read the entry itself, note whether it is resolved or current, and contact the regulator if the meaning or practical effect is unclear. Ask the builder for a written explanation of a relevant record, but use the regulator—not the builder’s explanation alone—to clarify its official status.
Keep a dated record of your search, including the entity name, individual names, licence number, status, class, and any conditions or findings that matter to your project. This gives you a consistent baseline if the contract is later proposed under a different name or if a question arises during the work. A search is a point-in-time check, not a guarantee that a record will remain unchanged.
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A long list of projects is less useful than evidence that the builder has recently completed work similar in type, scale, site conditions, and complexity to yours. Ask for examples of comparable completed projects and current projects. A builder who has delivered one kind of work may not have the same relevant experience for another. Treat a portfolio as a starting point to verify, not proof by itself.
For each example, ask what the builder’s role was, when the work was completed, and whether the project is comparable to your own. Where practical, visit a display home or previous build. Ask for recent client references rather than relying solely on selected testimonials or online reviews. Reviews can add context, but they cannot replace a licence check, document review, or direct conversation with clients.
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Use specific questions with references. The NSW Government guide suggests asking:
- “Can I see reviews or references from previous clients?”
- “Was the project finished on time and within budget?”
- “Were defects addressed promptly?”
In a conversation, invite the reference to explain what happened rather than requesting only a general rating. Ask how schedule changes were communicated, what caused cost changes, who supervised the site, how questions were handled, and what the builder did when defects were raised. If the reference discusses a problem, ask how it was resolved and whether the response matched what the contract or agreed process required.
Ask the builder who will supervise your project day to day, how often that person will be on site, and what relevant qualifications they hold. Confirm the named supervisor in writing and clarify how you will be told if that person changes. Also ask how many projects are currently being managed by the proposed team. A good record on past projects is more meaningful when the people and capacity assigned to your job are clear.
Check insurance and project protections before committing
Identify the insurance and other protections required for your particular project and jurisdiction. Ask for current documentation that identifies the relevant builder and, where applicable, the project. Confirm that the cover is valid for the proposed work and timing; a general statement that the builder is insured is not a substitute for checking the actual evidence.
NSW Government guidance states that Home Building Compensation Fund (HBCF) insurance is required for projects over AUD 20,000. That threshold is specific to the cited NSW guidance and must not be applied as a general Australian or international rule. The guidance also says the insurance should be obtained before work or payment. Check the current NSW requirements, threshold, and conditions with the NSW check service before relying on this figure or making a payment. Requirements may change, and the threshold does not establish what applies in Victoria, the ACT, Ontario, or another jurisdiction.
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Where registration affects warranty or compensation coverage, verify that the builder is properly registered and that the project’s cover applies. Ask who arranges the insurance, when evidence will be provided, what the document covers, and whether any conditions affect the proposed work. Resolve missing or inconsistent documents before paying a deposit or allowing work to start.
Map approvals to the actual project
Project approvals are not one generic permission. Start by asking the local council or planning authority what planning approval is needed for the specific site and proposal. Then identify the permits, inspections, and completion documents that apply to the work. The right sequence and responsible authority depend on the jurisdiction and project, so confirm them locally rather than assuming a builder’s usual process applies unchanged.
Put responsibility for each task in writing. The contract or an agreed project schedule should make clear who prepares plans, who submits applications, who obtains each permit, who appoints the building surveyor or certifier where relevant, and who arranges inspections. If the builder will act for the owner, check what written authority is required and document the scope of that authority. Avoid leaving responsibility as an informal understanding.
- Ask the planning authority what applies. Describe the site and proposed work and confirm the planning requirements with the local council or relevant planning authority.
- List each approval and inspection. Ask which documents must be obtained before work begins and which inspections or certificates are required during and at completion.
- Assign each task. Record who prepares, submits, pays for, and follows up each application, and who arranges inspections.
- Confirm appointments and authority. If a builder acts for you, check the required written authority and who appoints the building surveyor or certifier.
- Check the issued documents before work starts. Keep copies and confirm the approvals relate to the right property, scope, and plans.
Do not allow work to begin before required permits have been issued. If a builder says an approval is unnecessary, ask which authority or rule supports that conclusion and confirm it with the relevant authority. The contract should say what happens if an approval is delayed, refused, or requires a change to the proposed work; do not assume the parties have the same understanding.
Understand what a permit or inspection does—and does not—prove
In Victoria, a building permit is written approval that plans comply with building regulations and permits work to start. It is important evidence of a regulatory step, but it is not a certification that every obligation in the building contract has been fulfilled. The surveyor’s regulatory checks do not establish that all contractually required work is complete.
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That distinction matters at handover. Regulatory inspections address minimum legal requirements; they do not decide whether every fixture, finish, or other contract item was delivered. If you need an assessment of contractual completion, an independent building consultant may assess that separate question. Keep the scope of any consultant’s engagement clear: a contractual completion assessment and a regulator’s inspection serve different purposes.
During construction, keep copies of issued permits, inspection records, approved plans, and any changes. At completion, obtain the required Certificate of Final Inspection or Occupancy Permit, as applicable to the project. Check that the final document is for the correct property and work, and retain it with the contract and other project records. Do not treat a verbal assurance that final paperwork is “being arranged” as a substitute for receiving the required document.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Compare quotes and builders on the same written scope
Price is meaningful only when the offers cover comparable work. Give each builder the same written project scope and compare the details, not just the bottom-line figure. ACT guidance suggests getting at least three quotes. A low price alone does not establish value, particularly where scope, exclusions, allowances, site conditions, permits, or inspection requirements differ.
- Authority to do the work: current licence or registration, class, conditions, restrictions, and relevant regulator history.
- Relevant delivery experience: similarity and recency of completed projects and evidence of current work.
- Client experience: reference feedback on communication, timing, budget changes, supervision, and defect response.
- Protection: required insurance and any applicable warranty or compensation cover.
- Approvals: a clear allocation of planning, permits, surveyor or certifier appointments, and inspections.
- People: the named site supervisor, relevant qualifications, and clarity about who will manage the job.
- Commercial scope: included work, exclusions, allowances, contract terms, and the process for changes.
For each quote, mark exactly what is included, excluded, or treated as an allowance. Ask how a change in scope or an unforeseen site issue is documented and priced. Compare how the builder proposes to communicate progress and decisions, and whether the contract identifies the person responsible for answering questions. If one offer omits a material task that appears in another, ask for a revised written scope before comparing totals.
Use a consistent evaluation record
Keep a short file for every builder you are seriously considering. Record answers in the same format so that one builder’s polished presentation does not obscure gaps in another’s documentation. A practical record can include:
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- Legal entity and relevant individuals, as shown on the proposed contract.
- Licence or registration number, status, class, conditions, and the date checked.
- Relevant regulator findings or restrictions and any clarification obtained.
- Comparable projects, completion dates, client references, and follow-up notes.
- Named supervisor, qualifications, and the builder’s account of current workload.
- Insurance evidence and confirmation of project-specific protections.
- Approval list, responsible party for each step, and required completion documents.
- Quote scope, exclusions, allowances, contract clarity, and proposed communication process.
Separate documents you have actually received from statements that remain unverified. For example, note whether an approval has been issued, an application has merely been submitted, or a builder has only said that a permit is not needed. That distinction helps prevent a planning assumption from being mistaken for an issued approval.
Resolve warning signs before signing or paying
A discrepancy does not automatically prove wrongdoing, but it does need an explanation before you rely on the builder’s claims. Pause if the contract entity differs from the licence record, a licence appears to have conditions the builder has not addressed, or the builder will not identify the person supervising your site. Verify unclear regulatory records directly with the regulator.
Take the same approach to project paperwork. Do not accept an unissued permit as permission to start, or treat a final regulatory inspection as proof that all contractual finishes are complete. If insurance documents do not clearly relate to the builder or required project cover, seek clarification from the issuing source before payment or commencement. Keep a written record of responses and any revised documents.
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Other issues to settle before committing include vague exclusions, allowances that cannot be compared across quotes, unclear responsibility for planning and permits, and a refusal to provide recent references for relevant work. Ask for a specific written answer or corrected document. If the uncertainty concerns an official requirement, confirm it with the relevant authority rather than relying on a sales explanation.
Account for jurisdiction and changing rules
The processes in NSW, Victoria, Ontario, and the ACT cannot be substituted for one another. Use the licensing or registration records and planning and building authorities for the property’s location. Check the requirements for the project rather than assuming that an approval, certificate, insurance rule, or register entry from another jurisdiction is relevant.
Licensing status, public records, insurance thresholds, and approval requirements can change. Recheck the official source and the individual builder’s record close to the time you act. The information in this guide is general and does not establish the status of any named builder, property, permit, or approval.
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