Contractor Walkthrough Checklist: Avoid Surprises

The surprise line item on a contractor invoice almost always traces back to a walkthrough that nobody documented. This is the checklist we use when we run contractor walk-throughs for managers — pre-walk, on-site, and follow-up.

Before the walk

• Re-read the original scope of work out loud. If you cannot summarize it in one sentence, it is not tight enough.
• Confirm the vendor's COI is current and names the owning entity as additional insured.
• Notify the tenant in writing 48 hours ahead (24 hours minimum in MA non-emergency).
• Bring a measuring tape, a flashlight, and the prior inspection photos.

On site

• Walk the access path with the vendor before they unload — note any pre-existing wall, floor, or door damage along the route.
• Photograph the work area from four corners before anything starts.
• Ask the vendor to point at — physically — every item in scope. Do not let "we will figure it out" stand.
• Confirm cleanup and debris-removal expectations in writing on the spot.
• Get the lead tech's name and direct number.

Mid-job (if multi-day)

• End-of-day photo, every day. No exceptions.
• Any change order goes in writing before work continues — text message counts.
• Confirm the unit is secured at the end of each day.

Closeout

• Walk the finished work against the original scope sentence — does it match?
• Photograph the access path again; compare to pre-walk photos.
• Get the warranty terms in writing.
• Pay only after the closeout walk, never before.

When something is wrong

Raise it on site, calmly, in front of the work. Issues raised by email three days later are issues you will end up eating. The on-site conversation, backed by your photos, is what protects the owner.

For the tenant-facing side of this — the "we are entering the unit" notice — see the tenant communication playbook. Or hand the whole thing off: get in touch and we will scope coverage for your portfolio.