Setting Ground Rules for Hiring Sub-Contractors, Part 2

Since my last blog post, I've given a lot of thought to the hiring a sub-contractor. I know, I know...like I said in the first post on this subject...I've opened the can of worms. :)

Click here to see Part 2 Video Podcast!

I've thought about all of the ground rules that it takes in just getting started with hiring a sub-contractor to assist you in some of the maintenance of your rental properties. And I have found that things are much easier for my company if you have all of your forms in place. First you want to start with a "General Information" Form. Get a form filled out by the sub-contractor that has them fill out their name, address, phone number and tax ID or social security number. At the end of the year, you will have to file a 1099 IRS tax form which will require a tax ID or social security number of the sub-contractor. It's good to know what this 1099 IRS form is and be prepared for it by getting the information before you write the first paycheck to the sub so that you're not trying to track down the information at the end of the year. In addition to getting the "General Info" form, you'll also want to get a copy of their drivers license, verifying that they are who they say they are. You'll also want to give the sub-contractor an "Expectations" form that they can sign off on. Our "expectations" form is a bullet pointed list of what we expect from them and what they can expect from us. I happy to give you a copy of the forms I use, just shoot me an e-mail requesting the forms and I'll get them right to you.

To avoid opening the can of worms (problems) with a sub-contractor, start by getting organized and having all of your paper work in place and setting the ground rules up front.

TO DO Checklist to Complete
Before You Write the Sub-Contractors First Paycheck:

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aGet a "General Information" Form filled out by the sub-contractor.

aGet a copy of the sub-contractor's drivers license.

aHave sub-contractor sign off on an "Expectations" form

aGet references from sub-contractor and check references before they begin work.

Opening the "Hiring-A-Sub-Contractor" Can of Worms

The best way to prevent yourself from getting taken by a sub-contractor is to plan ahead and get it all in writing ahead of time. I'm not talking about just getting the bid of what the sub is going to charge you, but the date that they will complete the project by, and also get all of their personal info so that you can reach them. You'll also need that information to file your taxes at the end of the year...but let's stick to one can of worms at a time! :)

See the video podcast here!

We had a bad sub-contractor experience this last weekend. We had a Tenant scheduled to move in to one of our properties on December 1st and a couple days prior to her moving in, we realized that the carpet in the property needed to be changed. So we hired a sub-contractor to do the job. And yeah, it's embarassing to admit...but we got took. He didn't finish the job, and we had to put the very unhappy Tenant (who came from out of state with a big truck and lots of family to help unload it in their new home) in a hotel room on the weekend due to our sub-contractor not completing the job as he had verbally promised us. If we had it in writing, we could always have that documentation if the situation ever got real sticky. Oh well, I guess it is a lesson learned at this point.

Although our situation wasn't the worst we've heard of or seen, it was still frustrating. You can't always tell when a sub-contractor is lying to you, but you can take precaution against it. We called a local flooring company and as we had expected, all of their carpet installers were booked. However, they were nice enough to give us a site of where we can find sub-contractor flooring installers. That was most helpful. We suggest doing a little research of your own...such as directly asking a sub-contractor for some references or checking your area Better Business Bureau, it can possibly save you a a hassle in the long run.

Over the next few video podcasts, we are going to go further in depth about hiring and dealing with sub-contractors. Please check back with us or feel free to e-mail us your questions.

Until next time...