How to Find and Vet a Reliable Contractor
A reliable contractor network saves more money than any other operational decision a landlord makes. Here is exactly how to build one.
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# How to Find and Vet a Reliable Contractor
A good plumber on speed-dial is worth more than any landlord software, insurance product or training course. A bad one costs you tenants, deposits and disrepair claims. Here is how to build a network you can rely on.
The five trades you need
- Plumber / heating engineer — Gas Safe registered.
- Electrician — NICEIC or NAPIT registered.
- Handyperson — for small carpentry, decorating, sealant, hinges.
- End-of-tenancy cleaner — vetted, with photo reporting.
- Locksmith / glazier — for emergencies.
Plus, depending on portfolio: roofer, damp specialist, gardener, pest control, drainage, scaffolder.
Where to find candidates
- Recommendations from other local landlords (Facebook groups, NRLA local meets).
- Checkatrade / Trustatrader / Which? Trusted Traders.
- Regulator directories: Gas Safe Register, NICEIC, NAPIT, FENSA.
- Your letting agent''s preferred list (cross-check independently).
- Tradespeople who have done good work on your own home.
Avoid: cold callers, leaflet drops, and anyone who insists on cash-only.
The five pillars of vetting
1. Qualification verified at source
Do not accept a card or a website logo. Check the regulator''s online register:
- Gas Safe — gassaferegister.co.uk (search by name and postcode).
- NICEIC / NAPIT — niceic.com, napit.org.uk.
- FENSA — fensa.org.uk (windows).
- OFTEC — oftec.org (oil heating).
Confirm the categories they are registered for (Gas Safe covers different appliance types; an engineer registered for natural gas may not be registered for LPG).
2. Insurance
- Public liability — minimum £2m, ideally £5m. Ask for the certificate.
- Professional indemnity — for design/specification work.
- Employer''s liability — if they use any staff (£10m legal minimum).
A contractor who cannot produce a current PLI certificate is a non-starter.
3. References
Ask for two recent landlord clients and call them. Ask:
- Quality of work?
- Stuck to quote?
- Tidy after themselves?
- Communicated proactively?
- Came back to fix anything if needed?
4. Written rate card
Get in writing:
- Standard hourly/day rate.
- Out-of-hours rate.
- Minimum callout.
- Mileage / travel charges.
- Materials markup.
- Payment terms.
- Authorisation limit (the £ value they can spend before calling you).
Without this, every job becomes a negotiation.
5. Trial job
Give every new contractor a small, time-bound job first. Watch how they communicate, how they arrive, how they invoice. Do not put them on emergency callout until they have completed at least two successful jobs.
Red flags
- No PLI certificate or refuses to share.
- Cash only / no VAT receipt.
- No fixed business address.
- Vague qualifications ("trained at..." rather than registered with).
- Pressure to start immediately.
- Quote much lower than others (often missing scope).
- Negative reviews around timekeeping or invoice disputes.
- Will not put anything in writing.
Retention — keeping the good ones
The single biggest factor: pay within 7 days. Tradespeople talk; landlords who pay slowly get deprioritised. Other factors:
- Steady work (one job a month beats one emergency a year).
- Clear instructions and access.
- Realistic timescales.
- Respectful communication.
- Direct contact (no agent middle layer).
- Recommend them to other landlords.
Build two-deep
For every critical trade (plumber, electrician, locksmith) have a first-choice and a second-choice. The first will not always be available, and the second is your test of the relationship before you genuinely need them.
Specialist services
For larger portfolios consider:
- Property management software (Arthur, PayProp) with contractor portals.
- Inventory clerks for independent reports.
- Compliance subscription services for gas/EICR scheduling.
- Specialist surveyors for damp, structural, asbestos.
Documentation per job
For every contractor job keep:
- Quote (written).
- Photos before.
- Invoice (with VAT if applicable).
- Photos after.
- Tenant sign-off where appropriate.
- Notes for next time (any quirks discovered).
Bottom line
Verify at source, insist on insurance, get written rates, trial on a small job, pay fast. Do that for five trades and you have the most valuable asset in a landlord operation — a network of people who pick up the phone when you call.
Frequently asked questions
How do I verify a Gas Safe engineer?+
Search by name and postcode on gassaferegister.co.uk. Confirm the categories they are registered for.
What public liability insurance should a contractor have?+
Minimum £2m, ideally £5m. Ask for the certificate and check it is current.
Is Checkatrade reliable?+
A useful starting point but cross-check qualifications at the regulator and call references yourself.
Should I pay cash for cheaper rates?+
No — you lose the audit trail, the warranty position, and the VAT receipt for tax.
What is a fair authorisation limit?+
£200–£500 lets a trusted contractor handle most emergencies without waking you.
How fast should I pay an invoice?+
Within 7 days. The single biggest retention factor.
Do I need a written rate card?+
Yes — hourly rate, out-of-hours rate, minimum callout, markup, payment terms.
How many contractors per trade do I need?+
Two — first-choice and backup.
Can I rely on my letting agent's contractor list?+
As a starting point. Verify independently and trial on small jobs.
What if a contractor's work fails?+
Tradesperson should return to fix under their warranty. Document everything; escalate to their professional body if they refuse.
Do I need employer's liability cover myself?+
Only if you directly employ staff. Independent contractors carry their own.
Should contractors deal direct with tenants?+
For access, yes. For specification and payment, no — that runs through you.
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