Hiring a Contractor Guide Ottawa: How to Find the Right Professional

# Hiring a Contractor Guide Ottawa: How to Find the Right Renovation Professional

*Last updated: December 2025 | Read time: 9 min*

Choosing the right contractor can make or break your renovation project. This guide helps Ottawa homeowners navigate the selection process, avoid common pitfalls, and set their project up for success.

**Quick answer:** Get 3+ quotes, verify WSIB and insurance, check references, and get everything in writing. The cheapest quote is rarely the best value.

## Table of Contents

1. [Where to Find Contractors](#finding)

2. [What to Look For](#what-to-look-for)

3. [Red Flags to Avoid](#red-flags)

4. [Getting Quotes](#quotes)

5. [Checking References](#references)

6. [Contracts & Deposits](#contracts)

7. [During the Project](#during)

---

## Where to Find Contractors {#finding}

### Best Sources

**Personal referrals:**

- Friends and family recommendations

- Neighbours who've had similar work done

- Real estate agents (they see many renovations)

- Other tradespeople (plumbers recommend electricians, etc.)

**Online platforms:**

- Houzz

- HomeStars

- Google reviews

- Facebook community groups

**Professional associations:**

- RenoMark (GOHBA members)

- Better Business Bureau

- WSIB clearance database

### How Many Quotes?

Aim for **3-5 quotes** for major projects:

- Less than 3: Not enough comparison

- More than 5: Wasting your time and theirs

- Sweet spot: 3 quotes from qualified contractors

---

## What to Look For {#what-to-look-for}

### Essential Requirements

**WSIB coverage (Workplace Safety Insurance)**

- Protects you if worker is injured on your property

- Request clearance certificate

- Verify at wsib.ca

**Liability insurance**

- Minimum $2 million recommended

- Ask for certificate of insurance

- Call insurer to verify if concerned

**Business registration**

- Registered business in Ontario

- HST number (if over $30K revenue)

- Can search Ontario business registry

### Professional Indicators

**Experience:**

- Years in business (5+ preferred for major projects)

- Experience with your type of project

- Portfolio of similar work

**Communication:**

- Returns calls/emails promptly

- Answers questions clearly

- Explains process and timeline

- Easy to reach

**Professionalism:**

- Shows up on time for estimates

- Provides written quotes

- Has professional appearance

- Uses contracts

### Trade-Specific Licensing

| Trade | Licensing Body |

|-------|---------------|

| Electricians | ESA (Electrical Safety Authority) |

| Plumbers | Must be licensed in Ontario |

| Gas fitters | TSSA licensed |

| HVAC | Various certifications |

---

## Red Flags to Avoid {#red-flags}

### Major Warning Signs

**Door-to-door solicitation:**

- "We're working in the neighbourhood"

- Unsolicited offers, especially after storms

- Pressure to decide immediately

**No written quote:**

- "Trust me, it'll be about..."

- Verbal agreements only

- Vague scope of work

**Cash-only demands:**

- Wanting full payment upfront

- No receipts or invoices

- Avoiding paper trail

**No insurance/WSIB:**

- "I don't need that"

- "My workers are contractors"

- Unable to provide certificates

**Extremely low price:**

- Significantly under others (25%+)

- Often leads to extras or poor work

- May be unlicensed

### Other Concerns

- No references or won't provide

- No permanent business address

- Brand new or frequently changing company name

- Badmouthing other contractors excessively

- Unwilling to obtain permits

- Pressures for large upfront deposit

- Can't explain process or timeline

---

## Getting Quotes {#quotes}

### Before the Quote

**Prepare:**

- Clear idea of what you want

- Pinterest or photos of desired outcome

- Budget range (you don't have to share exact number)

- Timeline preferences

- Questions to ask

### What a Good Quote Includes

**Must have:**

- Detailed scope of work

- Material specifications

- Labour included

- Timeline estimate

- Payment schedule

- Warranty information

- HST (if applicable)

**Nice to have:**

- Allowances clearly stated

- What's excluded

- Change order process

- Permit responsibilities

### Quote Comparison

Don't just compare bottom line. Consider:

| Factor | Weight |

|--------|--------|

| Scope completeness | High |

| Material quality | High |

| Timeline | Medium |

| References | High |

| Communication | High |

| Price | Medium |

### Understanding Allowances

An "allowance" is a budget placeholder:

- "$500 allowance for tile"

- You pick actual tile later

- If it costs more, you pay difference

- If less, you save

**Tip:** Get specific material quotes before comparing if possible.

---

## Checking References {#references}

### What to Ask for

Request 3-5 references for similar projects:

- Recent (within 2 years)

- Similar scope to yours

- Mix of project types if possible

### Questions to Ask References

**About the work:**

1. What work did they do for you?

2. Was the quality what you expected?

3. Were there any issues? How were they resolved?

4. Did the final cost match the quote?

5. Was the timeline met?

**About working with them:**

6. Were they professional and respectful?

7. How was communication?

8. Was the site kept clean?

9. Would you hire them again?

10. Any advice for working with them?

### Beyond References

**Online reviews:**

- Google, HomeStars, Houzz

- Look for patterns in reviews

- How do they respond to negative reviews?

**Portfolio/photos:**

- Ask to see photos of completed work

- Do they match your style/expectations?

**Drive-bys:**

- If possible, drive by completed projects

- What does the work look like months/years later?

---

## Contracts & Deposits {#contracts}

### What Your Contract Should Include

**Project details:**

- Complete scope of work

- Materials specified (brand, model, colour)

- Timeline with milestones

- Start and completion dates

**Financial terms:**

- Total contract price

- Payment schedule

- Change order process

- What triggers extra charges

**Protection clauses:**

- Warranty terms

- Insurance and WSIB confirmation

- Permit responsibilities

- Dispute resolution

- Cancellation terms

### Payment Schedules

**Typical structure:**

| Stage | Payment |

|-------|---------|

| Signing | 10-25% deposit |

| Start of work | 25% |

| Midpoint milestone | 25% |

| Substantial completion | 25% |

| Final completion | 10-15% holdback |

**Never pay:**

- More than 25% upfront

- Large amounts before work starts

- Final payment before final walk-through

- For work not yet completed

### Holdback Explained

Ontario's Construction Lien Act:

- You can hold back 10% for 60 days

- Protects against unpaid subcontractors

- Discuss with contractor upfront

---

## During the Project {#during}

### Communication Best Practices

**Regular updates:**

- Weekly check-ins for larger projects

- Designate one point of contact

- Keep records of conversations

**Document everything:**

- Take photos throughout

- Confirm changes in writing (email/text)

- Keep copies of receipts

### Change Orders

When scope changes:

1. Discuss the change

2. Get written change order

3. Agree on cost impact

4. Sign before work proceeds

**Verbal changes lead to disputes**

### What to Expect

**Normal:**

- Some dust and disruption

- Minor schedule adjustments

- Occasional surprises behind walls

- Questions and decisions needed

**Not normal:**

- Weeks without progress

- Workers not showing up

- No communication

- Major surprises not addressed

### Addressing Issues

If problems arise:

1. Discuss with contractor first

2. Put concerns in writing

3. Give reasonable time to address

4. Document everything

5. Seek mediation if needed

6. Legal action as last resort

---

## Final Walk-Through

### Before Final Payment

Conduct thorough walk-through:

- All work complete?

- Quality acceptable?

- Everything working properly?

- Finishes undamaged?

### Create Punch List

Note any items needing attention:

- Agree on timeline to complete

- Hold portion of final payment

- Get sign-off when complete

### Documentation to Receive

Request from contractor:

- All permits closed

- Warranty information

- Maintenance instructions

- Before/after photos

- Final lien waiver

---

## Ottawa-Specific Resources

**Greater Ottawa Home Builders' Association**

- RenoMark certified contractors

- gohba.ca

**WSIB Clearance Check**

- wsib.ca/en/businesses/clearances

**Consumer Protection Ontario**

- ontario.ca/page/your-rights-when-signing-contract

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*Looking for a contractor who checks all these boxes? [Contact us](/contact) for a free consultation.*