How should we vet and choose contractors?
Quick answer
Check licensing, current insurance and references before engaging a contractor, compare more than one quote for non-trivial work, and keep the evidence on file so the decision can be explained later if an owner questions it.
Key takeaways
- Check licensing and current insurance before engaging any contractor
- Compare more than one quote for non-trivial jobs
- Keep evidence on file so the choice can be explained later if questioned
Choosing a contractor is a decision the committee will occasionally need to justify — to owners, to a new committee, or to an insurer if something goes wrong on site.
Before engaging anyone
- Confirm they hold the appropriate trade licence for the work
- Sight current public liability insurance (and workers' compensation cover where relevant) rather than taking their word for it
- Check references or recent work if it's a significant job or a new relationship
- Compare at least two or three quotes for anything beyond routine small jobs
Keeping evidence, not just a gut feel
A committee that can point to "we checked their licence, sighted current insurance, compared three quotes and picked the best value one" is in a much stronger position than one that says "we've always used them." That evidence matters if a job goes wrong, if an owner disputes the choice, or if an insurer asks questions after an incident.
Ongoing relationships
Contractors used repeatedly for a building — a cleaner, a gardener, a lift servicer — still need their insurance and licensing checked periodically, since cover can lapse without the committee noticing unless someone's tracking expiry dates.
How the contractor register helps
Flex Strata's contractor register holds each contractor's details, licence information, insurance cover and expiry dates, and job history with the building in one place. Instead of trusting memory or a folder of certificates that's gone stale, the committee can see at a glance whether a contractor's cover is current before issuing them a new work order.
A word of caution
No system replaces judgement — checking a box that insurance was "sighted" once doesn't mean it's still current a year later. Treat the register as a prompt to re-check, not a substitute for occasionally asking a contractor directly for an updated certificate of currency.
Evidence, not memory
Keep licence checks, insurance certificates and quote comparisons on file — not just a preference for a familiar contractor.
Related questions
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