Updated
Choosing a builder gets easier when you know what to ask for. Compare the company, the proposed work and the agreement before deciding which team fits your home.
This Ontario custom home builder hiring checklist helps you review credentials, quotations, allowances and references. Use it during your first conversations, then return to it when detailed proposals arrive.
Start with the same project information for every builder. A lower total is difficult to judge if one quotation includes work that another leaves out.
Compare Builder Quotations
Check Credentials and Relevant Experience
Ask for the legal name of the company that will sign your building agreement. Use HCRA’s Ontario Builder Directory guidance (opens in a new tab) to check licence information and understand the history available in the directory. Match the record to the proposed contracting company.
Request current insurance information and ask who is responsible for site supervision and trade coordination. An award or attractive gallery answers a different question from a licence or insurance check.
Next, look for comparable work. A replacement home on an established street has different planning demands from a large vacant property. Ask the builder to explain its role in the examples shown, including design, permits, construction and finishing.
Compare Quotes on the Same Scope
Give each shortlisted builder the same drawings, wish list and available property information. Ask each to identify assumptions and exclusions in writing. Use these questions to understand what the proposed figure actually covers.
| Check | What to request |
|---|---|
| Drawings and scope | The drawing version, specifications and work included in the quotation. |
| Allowances | Amounts set aside for selections, quantities covered and treatment of taxes or installation. |
| Site work | Assumptions about demolition, excavation, access, servicing and disposal. |
| Fees and exclusions | Design, engineering, permits, builder fees and items priced separately. |
| Changes | How an approved change affects the price, payment schedule and completion date. |
An allowance is a budget amount for an item that has not been fully selected or priced. A contingency is money reserved for uncertainty. Ask how each is treated, what happens if an allowance is exceeded, and how unused amounts are handled.
Also ask how progress payments are linked to the agreed work and how you will be told that a milestone has been reached. Clarify any deposit, the information supplied with invoices and the process for resolving a disputed item. Keep the answers with the quotation so you can review the same details across your shortlist.
A meaningful comparison brings the scope into line before judging price. Our custom home cost guide explains further budget considerations.
Ask References About the Building Experience
Photographs help you judge the finished spaces. Recent clients can explain how the project felt while work was underway. Request references for a similar type of project and ask permission before contacting them.
- Who was your main contact, and how were decisions recorded?
- What caused changes to the budget or schedule?
- How did the builder respond when something needed attention?
- What happened during handover and follow-up?
Ask for specific examples rather than a general rating. If a site visit is offered, let the builder arrange permission and safe access. A completed project visit and an active construction visit serve different purposes.
Agree on Communication and Changes
Establish who answers your questions, who supervises the site and who approves a change. Ask how often you will receive updates and how drawings, selections and decisions will be shared.
A written change record should explain the work, price and schedule impact before you authorise it. This helps both sides distinguish a new request from an item already included in the agreement.
Selections also affect timing. Ask which decisions are needed early and how late changes to cabinetry, windows or fixtures are handled. A clear decision schedule helps you plan your own time.
Review the Agreement and Warranty Arrangement
Read the scope, exclusions, payment milestones, timing assumptions and change process together. Confirm what documentation you receive at handover and who handles questions afterwards. Have an independent lawyer review the agreement before you sign.
For a home built on land you own, discuss the division of responsibilities and read Tarion’s contract-home guidance (opens in a new tab). The construction arrangement can affect warranty treatment. Ask the builder to explain the proposed registration and coverage for your specific project.
Keep a single project folder containing the signed agreement, approved drawings, specifications, selection records and changes. If a verbal conversation affects the work, ask for written confirmation. This gives you and the builder the same reference point when a question comes up later, especially when several decisions are being made at once.
At The Epic Builders, our building process includes a project assessment, budget proposal, detailed quote and written building agreement. Bring your questions so we can discuss the work you have in mind.
Discuss Your Custom Home Plans
Share your property location, available drawings and priorities with our team. We’ll talk through your project and the next step in our process.
FAQ
How do I check a custom home builder’s licence?
Start with the builder’s legal company name and consult HCRA’s Ontario Builder Directory. Check that the business information matches the company named in your proposed agreement.
How should I compare different allowances?
Compare the same items, quantities and installation assumptions. Ask how selections above or below each allowance affect the final price and how those adjustments are documented.
Do I need finished drawings before contacting a builder?
You can begin with your goals, property information and an initial budget. Detailed pricing requires a clearer scope. Ask what design and assessment work comes before the construction quotation.