Finding the Right Pros: What to Ask Your Contractor and How to Manage the Relationship
KITCHEN RENOVATION SERIES PART TWO
If you’re planning a kitchen renovation and not doing it all yourself, choosing the right contractor is arguably the most important decision you'll make. It's a relationship that requires trust, communication, and a whole lot of clarity, especially if you want to stay on schedule, on budget, and somewhat sane.
Finding Contractors and Understanding Their Bids
Once we identified our wants and needs, we started contacting contractors for bids. The best way to find contractors is through referrals and we found one this way. We got a second option through a search online for local professionals, reading a painstaking amount of reviews. We stopped there, but should have gotten more.
For a kitchen renovation, I would highly recommend getting at least three to four contractor bids.
In the end, we went with the contractor that had a larger team and lower bid. The other contractor would have charged over $12,000 more and said the job would take them a month longer than the company we went with. They also didn’t include materials for flooring, countertops, cabinets, and tiles that our chosen company did include. Those alone would cost another $20,000 minimum.
For full transparency, these were the bids we received for our full kitchen renovation in Seattle:
1. Referral / Local Contractor: $76,769.60 (does not include any finishing materials)
2. Online Search Contractor: $64,805.35 (includes cabinets, flooring and quartz countertops)
Neither bid included the following and so are on us to source and pay for separately:
Refrigerator
Dishwasher
Oven/range
Sink
Hood vent
Faucet
Pot filler
Wallpaper
Cabinet hardware*
Lighting
Dining chandelier
Dining sconces
Kitchen sconces
Peninsula pendants
Pantry doors
Paint or wallpaper
*The hardware would have been covered if I wanted to go with the options from the cabinet company, but this is something I wanted to splurge on.
Questions to Ask Before Hiring a Contractor
When interviewing contractors, it’s tempting to rush the process, especially when you’re excited to get started. But taking your time here really pays off. Here are some really helpful questions (tailor as needed for your specific project):
Experience & Fit
Have you worked on kitchens with similar scope and complexity?
Do you have a preferred cabinetmaker or source for finishes?
Can you share recent references or a portfolio?
Scheduling & Communication
What does your current workload look like?
How often do you provide updates during a project?
Will you be on-site daily, or will someone else manage day-to-day?
Process & Details
Do you handle permits and inspections?
What happens if something is delayed or needs to change mid-project?
How do you handle payment schedules and change orders?
Pro tip: You learn a lot not just from what they answer, but how they answer. Do they communicate clearly? Are they defensive or helpful? That matters more than a pretty Instagram feed.
Do Not Hire A Contractor If...
Choosing the right contractor is one of the most important steps in any home project. Here are the biggest warning signs that it might be time to walk away and keep looking.
1. They’re Not Licensed or Insured
A professional contractor should have a valid license and carry both liability and workers’ compensation insurance. If they don’t (or give excuses) run.
2. They Can’t Provide References
Reputable contractors are proud of their work and happy to connect you with past clients. If they’re dodging the question, there’s a reason.
3. Poor or No Online Reviews
A lack of reviews or consistent complaints across platforms (Google, Yelp, BBB, etc.) is a red flag. Check for patterns in customer experiences.
4. They’ve Changed Business Names Multiple Times
Frequent name changes can be an attempt to outrun a poor reputation or legal issues.
5. Their Bid is Suspiciously High or Low
An unusually low bid could mean they’re cutting corners or planning to hit you with surprise costs later. A wildly high bid may signal they’re not aligned with market rates or your needs.
6. They Ask for Cash-Only Payments
Cash is untraceable and offers no protection if something goes wrong. Always get a written estimate and pay with traceable methods.
7. They Demand Full Payment Upfront
Standard practice involves a deposit and progress-based payments. Be cautious of anyone asking for the full amount before work begins.
8. No Written Contract
A clear contract protects both parties. It should outline the scope of work, materials, timeline, payment schedule, and warranties. No contract = no deal.
9. They Tell You Permits Aren’t Necessary
If a job requires permits, skipping them can lead to fines, failed inspections, and serious safety risks. Always verify permit requirements with your local municipality.
10. Vague or Evasive Communication
If they dodge questions, delay responses, or give unclear answers, it’s a sign they may not be reliable once work starts.
11. No Business Address or Only a P.O. Box
A professional contractor should have a verifiable office or address, not just a cell phone and a P.O. box.
12. They Pressure You to Decide Quickly
Rushing you to sign a contract or make a deposit could mean they’re hiding something or just trying to lock you in before you do your homework.
13. Unprofessional Behavior During the Interview
Showing up late, interrupting, badmouthing other contractors, or ignoring your budget and priorities during early conversations are all early indicators of what’s to come.
14. They Won’t Put Change Orders or Promises in Writing
Any agreed-upon change (price, timeline, materials) should be documented. If they hesitate, you could be setting yourself up for disputes.
Getting the Renovation Timeline Right
Projected Timeline
We were told the renovation would take less than 2 months, so I mentally prepared for 3 months, knowing that most contractors over-promise. Boy was I right. I wouldn’t recommend telling your contractor that you’re planning an elongated timeline than the one they give. If you give them an inch, they will take a mile. This is just for your mental preparation. With all of this said, question if a quoted timeline sounds too short or long. Your contractor should be able to explain their projection.
The Start Date
The amount of time the renovation takes is only half the battle. Getting a start date on the calendar was very difficult. For us, the delay was the cabinetry. I wanted particular pieces that the cabinet company we were working with through our contractor couldn’t supply. And they were unwilling to create anything custom, so I had to find a cabinet maker to fill the gaps before my contractor would start the project. The point is, get a start date as soon as possible and understand all the things that may be delaying it on your contractor’s behalf. This way you can work to address any issues or delays as soon as possible.
Working Hours
The final piece of the timing puzzle is establishing working hours. Setting hours the crew can come and work is really important, so they aren’t working into the late hours or coming too early. I’m specifically talking about a live-in renovation. If you are not residing in your home during the renovation, then the hours that workers can work can be extended, which can very well speed up the project. Letting the crew work late every once in a while is something you should plan on, since some tasks just need to happen that way. For example, when we were getting our floor refinished, we had to let the finishers stay late since the job takes so much time and it’s not one that they can easily start and stop.
Final Thoughts
Now, there’s plenty more I could cover, and I’d like to provide what a contract should include in another post, but my hope is that this blog helps you choose the right contractor and feel confident doing it. Just remember: choosing and working with a contractor is not just about the cheapest bid or fastest timeline. It’s about communication, trust, and having a shared understanding of what matters most.
Have questions about working with contractors or your own reno in progress? I’d love to hear them; drop them in the comments or reach out on Instagram @caitlin.creative.design.