What to Expect When Working with a Builder

Building work is exciting but disruptive. Knowing what to expect helps reduce stress, keeps decisions moving, and protects your budget. Use this guide to understand the typical stages, who does what, and how to keep quality high from day one to handover.

1) The Typical Project Flow

1. Consultation and Quotation
   • Site visit to discuss goals, constraints and budget.
   • Outline scope and ballpark pricing, plus any surveys required.
2. Design and Approvals
   • Architectural drawings to planning or PD standard.
   • Planning permission or Lawful Development Certificate as needed.
   • Building Regulations route agreed (council or approved inspector).
3. Pre‑construction
   • Final specification, fixtures and finishes schedule.
   • Programme, payment schedule and contracts agreed.
   • Procurement of key lead‑time items. Site setup plan.
4. Construction Phase
   • Groundworks and structure.
   • First fix (services, framing) then second fix (plaster, joinery, kitchens, bathrooms).
   • Finishes and commissioning.
5. Snagging and Handover
   • Defects list agreed and resolved.
   • Certificates, manuals and warranties provided.
   • Final clean and completion sign‑off.

2) Roles and Responsibilities

• Client (you): Brief, timely decisions, payments per schedule, access coordination.
• Builder / Main contractor: Programme, supervision, H&S, quality control, subcontractor management, weekly updates.
• Architect/Designer: Drawings, details, planning narrative, design changes.
• Structural Engineer: Calculations, details for openings, steels and foundations.
• Building Control: Inspections and compliance certificates.

Tip: If you’re not appointing a contract administrator, choose a builder who can provide light‑touch project management and clear reporting.

3) Day‑to‑Day On Site

Expect:

• Noise, dust and deliveries during working hours
• Temporary service interruptions (water, power, heating)
• Areas taped off for safety
• Clear signage and protection to floors and furniture

Good daily practice:

• A visible programme on the kitchen wall or shared folder
• End‑of‑day tidy and waste management
• Next‑day plan communicated before crews leave

4) Communication Cadence

Agree this up front:

• Weekly site meeting with a short written summary and actions
• One channel for day‑to‑day updates (email, WhatsApp, Trello/Notion)
• Change control: no work proceeds on variations without a priced, written approval

Suggested templates:

• Update includes progress vs programme, risks/blockers, decisions needed, cost changes, photos
• Decisions log listing item, choice, cost/lead‑time impact, due date

5) Contracts, Payments and Variations

• Use a simple written contract with scope, drawings and specification attached.
• Payment schedule tied to milestones. Avoid large deposits; mobilisation for materials is fine with evidence.
• Retention of 2.5–5% until snagging completion encourages timely closeout.
• Variations priced and approved before starting extra work.

6) Site Rules and Neighbours

• Working hours, parking, deliveries and skip locations agreed.
• Keep pavements clear and manage dust/noise thoughtfully.
• Notify neighbours of key disruptive days (steelwork, concrete pours, scaffolding).

7) Health, Safety and Security

• Clear zones for children and pets, no‑go areas taped/boarded.
• Temporary protections for stairs and openings.
• Secure storage for tools and materials.

8) Quality Assurance

Ask for these checkpoints:

• Sample approvals: brick, mortar, paint, grout, flooring.
• First‑fix sign‑off: electrics and plumbing locations photographed and agreed before closing walls.
• Wet room tests: flood tests or manufacturer compliance for tanking.
• Joinery and paint: sample door/hardware and paint sheen before bulk install.

9) Snagging and Handover

What good handover looks like:

• Joint snag list walk‑through, tracked to closure.
• Handover pack: Building Control certificate, Part P/GasSafe, FENSA where applicable, appliance manuals, warranties, paint codes.
• Final clean, keys, and confirmed retention release date.

10) Budget Control

• Hold a 10–15% contingency for refurbishments.
• Track spend vs original contract sum and approved variations.
• Challenge low allowances (PC/PS items) that can balloon later.

Quick Checklist

• Contract signed with scope, drawings and programme attached
• Payment schedule by milestones and retention agreed
• Weekly update cadence and single comms channel set
• Decisions log and change control in place
• Site rules for hours, access, parking and protection agreed
• Snagging process and handover pack defined

FAQs

Can I live on site during works? Often yes for kitchens and small extensions, but expect dust and temporary services. Plan for a temporary kitchen and zone the house.

What if dates slip? Ask for an updated programme and reasons. Re‑sequence tasks and confirm any cost impacts before agreeing.

How do I avoid scope creep? Freeze specifications early, require written variation quotes, and track decisions.

What’s normal for deposits? 0–10% for mobilisation with evidence of orders. Avoid large upfront payments.

Kingdom DB Tip: The best builders behave like partners. Look for proactive updates, transparent change control and a tidy, well‑run site—these are reliable signals of quality.

✉️ Want a calm project? We can help set up programme, decisions log and change control, and recommend vetted builders aligned to your scope.