How do I write a handyman to-do list so the job is quoted right?

The quote is only as good as the list. Write one line per task that says what is wrong, where it is, how big it is and what you want it to look like when it is done, and attach a photo. Then add the things that change the price without being tasks: who buys the materials, how hard each spot is to reach, the year the house was built, and which items are really electrical, plumbing or gas work.

Why the list decides the quote

From a vague list, a handyman either pads the number or prices the minimum and adds to it on the day. Virginia's Board for Contractors puts it plainly: "Thoughtful, carefully prepared plans will be helpful in getting accurate bids from contractors."^[1]

A clear list also protects you after you say yes. The same guide warns that "any bid or estimate you sign may become the contract."^[1] If the quote is built on your list, the list becomes the description of the work you are paying for.

What each line should say

Describe the problem you can see, not the repair you are guessing at. "Bedroom door rubs at the top corner and will not latch" gives a handyman more to go on than "fix door", and it leaves room for the right fix.

A good line has five parts:

• What is wrong. The symptom, in plain words.
• Where it is. The room and the spot: "hall bath, wall behind the door".
• How big it is. A measurement for anything with a size: the hole, the length of loose trim, the width of the shelf you want hung.
• What finished looks like. Paint matched to the wall, a new towel bar in brushed nickel, the same trim profile as the rest of the room.
• A photo. One wide shot to show the location and one close shot to show the damage.

The Board for Contractors' consumer guide contrasts a job described only as "Paint the entry." with one that names the paint brand, the color, two coats and the preparation,^[1] and the same idea scales down to a towel bar or a cabinet hinge. Here is how a short list might read:

• Hall bath: towel bar pulled out of drywall, one anchor hole torn about 1 inch wide. Rehang the same bar, patch and paint to match. Photos 1 and 2.
• Kitchen: two cabinet doors sag and rub. Adjust hinges; replace if stripped. Photo 3.
• Back door: daylight under the door, old sweep torn. New sweep, I will buy it once you confirm the size. Photo 4.
• Living room: hang a 48-inch shelf on the long wall, about 60 inches up, over drywall. Shelf supplied.

Say who buys the materials

Materials are where quotes drift apart. Mark each line as supplied by you, bought by the business, or undecided. Where you have chosen a product, give the brand, model, size and color. The Board's guide says: "The contract should specify all materials to be used, such as quality, quantity, weight, color, size, or brand name as it may apply."^[1]

If the handyman chooses, ask for the product on the quote.

Mark what is not handyman work

Some lines on a household list are trade work, and they should go on a separate list. Virginia defines a tradesman as anyone who does electrical, plumbing or HVAC work for the public for pay, and no individual may do that work without a tradesman licence unless working under the supervision of a licensed tradesman in that specialty.^[4][5] The home improvement (HIC) specialty of a Virginia contractor licence does not provide for electrical, plumbing, HVAC or gas fitting work.^[6] So a new light fixture, a dripping shutoff valve or a dryer gas line is a separate quote from a licensed trade. See whether a handyman can replace light fixtures in Virginia and who can hook up a gas dryer or range.

Permits are the other thing to flag. Virginia's building code lists the application of paint or wallpaper, the installation or replacement of cabinetry or trim, and the installation or replacement of floor finishes among ordinary repairs that need no permit application.^[7] Anything that moves a wall, changes a framed opening or adds a deck is not a quick handyman line; note it and ask.

Note the house, not just the tasks

Write down the year the house was built. Under the EPA's renovation rule, anyone paid to do work that disturbs painted surfaces in a home built before 1978 must be certified, and its workers trained, in lead-safe work practices.^[8] Sanding a sticking door or cutting out a damaged piece of trim in an older house takes more setup and cleanup, and the business needs to know before it prices it.

Add access and height: a shelf over a stairwell takes longer than one in a bedroom. Say whether there are pets or children at home and where tools can be set up. The Board's guide suggests putting complete cleanup and removal of debris, and instructions about pets, children, or areas where materials may not be stored,^[1] into the agreement.

Rank it and know the licence line

Mark each line must-do, nice-to-have or only-if-time. If a quote comes back over budget, you can drop the bottom of the list without a second visit.

Watch the total, too. A Class C contractor licence covers a single contract or project over $1,000 but less than $30,000, and the contract price is prima facie evidence of the job's value.^[3] A long list priced as one job can move the work into a higher licence class, so check the business on DPOR before you agree; see how to check if a contractor is licensed in Virginia and what jobs a handyman can do without a licence.

Licensed contractors doing residential work must use a legible written contract signed by both sides before work starts or payment is taken, though routine maintenance and service contracts are excluded.^[2] Under the same rules, any change to the cost, materials, work or completion date must be in writing and signed by all parties.^[2]

Send it, then compare line by line

The Board for Contractors advises homeowners to get at least three written bids or estimates using identical plans and specifications^[1] so prices can be compared. Send each business the same list and photos, and ask for a price or time estimate on every line, plus the hourly rate, any minimum charge and how materials are billed. Read whether handymen charge by the hour or by the job for how to compare the two kinds of quote.

The Board also warns: "Beware of any bid substantially lower than the others."^[1] An itemized quote shows where the gap is: a missing line, no materials, or no cleanup.

Stop and call a pro if

• A line on the list involves wiring, a breaker, a gas line or appliance, a water heater, or a pipe inside the wall. Those go to a licensed electrician, plumber, gas fitter or HVAC business.
• A task would change a framed opening, a wall, a stair or a deck, or anything on the roof.
• You find soft or stained drywall, a soft floor or a musty smell while writing the list. That is a water problem to find before anything is patched.
• The house was built before 1978 and the work would sand, scrape or cut through old paint, and the business is not lead-safe certified.

Getting quotes on Loclis

On Loclis you describe the jobs once, with photos, and local businesses quote them. A business that needs to see the work first can offer an estimate visit, and a paid visit's fee comes off the price of the work. Plumbing, HVAC, electrical and gas work need a licence on Loclis at any job size. You can browse odd jobs, find handyman businesses around Blacksburg, or read the other handyman answers.