The paperwork that actually protects you on a construction project. (checklist)

[JS Burnett]

I review construction bids and project documentation for a living, mostly commercial and investment property work in Texas. The pattern I see over and over: disputes almost never come from bad workmanship. They come from missing paperwork that should've been nailed down before the first sub showed up.

Sharing the checklist I actually use when I review a project, in case it saves someone here a bad month.

Scope of work - Get materials, finishes, and specs in writing. If it's not written down, it's not the contractor's obligation. "We'll figure out the upgrades as we go" is how change-order disputes start.

Timeline with real milestones - Not just a start date and a completion date. If there's nothing in between, you won't know you're behind schedule until you're already behind.

Payment schedule tied to completed work - Draws should follow verified progress, not a flat monthly calendar. If someone wants a big chunk upfront before work starts, that's not normal, that's a red flag.

Contractor agreement - Scope, timeline, payment terms, change order process, and how disputes get resolved. This is the document everything else hangs off of.

Signed subcontractor agreements - Confirm your GC actually has contracts with their subs, not verbal handshake deals. If a sub isn't under contract and their work fails, you've got no recourse through the GC.

Conditional lien releases - Signed at every payment, before the check clears.

Unconditional lien releases - Signed after final payment. This is your proof no one can come back and file a claim on the property.

Proof of liability insurance - Current certificates, GC and every sub. Don't take someone's word that they're covered, confirm the policy is active and the limits make sense for the project size.

Workers' comp certificate - Separate document from liability insurance. If someone gets hurt on your property and the contractor doesn't carry this, that exposure can land on you.

Permits and inspection records - Keep your own copies, don't rely on the contractor's file. If you ever sell or refi, this is what proves the work was done to code.

Every one of these exists to answer one question if something goes sideways: who's responsible, and can you prove it.

Curious what others here have run into, anyone had a lien filed or a dispute where one of these was the actual gap that caused the problem?