Know what each reference can tell you
Decide what you need to learn from the reference call. Do you need evidence of finish quality, occupied-home conduct, repeated starts, or completion of a difficult handoff? Ask for references who can answer those questions.
A hand-picked list does not cover every job the firm performed. Ask for references from different types of projects. Note what each person can and cannot confirm.
Avoid dismissing references because the company selected them. A person can still explain what the crew did and what happened when a problem arose. Ask for enough detail to judge whether the experience applies to your job.
Apply similar care to online ratings. The FTC’s home improvement guidance recommends reading reviews critically. Use a rating to frame a question. Record the evidence you get back.
Connect the reference to the work
Before calling, ask the subcontractor for permission to contact the person and a short project description. Request the approximate work dates, type of project, awarded package, and firm’s role. Avoid collecting homeowner addresses or private photos when they are unnecessary for the decision. The FTC recommends collecting sensitive personal information only for a legitimate business need.
Record these project details before the call:
Scroll to read all columns.
| Field | What you want to identify |
|---|---|
| Reference role | Builder, superintendent, owner, designer, or another trade |
| Project context | New home, remodel, addition, repair, or repeated packages |
| Scope | The specific work the sub performed |
| Crew | Assigned lead and business responsible for installation |
| Timing | When the work occurred and which phases the reference observed |
| Evidence | Work example or record you can discuss with permission |
| Limit | The part of your proposed package this reference cannot address |
Send a short introduction that names the scope you are considering. Ask whether the person is willing to discuss the work. Let them choose a suitable time. Do not turn a reference request into an unannounced site visit.
At the start of the call, confirm the project and scope in your own words. If the person knows the contractor socially but did not observe its work, record that distinction. Ask the sub for another reference who saw the work being done.
Ask a builder about commitments and handoffs
Ask a builder reference how the sub handled the job. Ask for the agreed conditions and what happened in practice. Ask neutral questions so the person can describe both good work and problems.
Suggested builder questions:
- What package did you award to this company?
- Who led the installation, and did that lead remain through completion?
- What had to be ready before its start?
- Did the firm keep the start and finish commitments you agreed?
- How did it report a change, missing material, or delay?
- Which adjoining trades needed coordination?
- What corrections did you request, and how did the firm complete them?
- Would you use it again for the same scope?
Ask for an example when the answer is broad. If the reference says communication was good, ask what happened when a selection changed. If it says the crew was late, ask whether the site was ready and whether the firm gave notice.
Record what changed and why as separate facts. Record a changed inspection date, an incomplete preceding package, or a crew reassignment as context. Avoid converting every schedule change into a failed commitment.
Match portfolio examples to the reference’s job
Ask the sub to connect a portfolio example with the reference’s project. Confirm which work belongs to the company and which parts belong to someone else. If a different crew will do your job, ask what the example tells you about that crew.
For finish work, ask which details were accepted, what was damaged, and whether the punch list was completed. Request permission for any photo review. Keep a record of what the photograph shows and what the person explains.
For concealed work, ask about the installation stage and approval records. Roof-wall flashing is one useful example. PNNL’s flashing guidance describes inspection during installation and integration with other enclosure components. A finished exterior view alone does not answer whether that interface received the specified check.
Ask the appropriate professional to check a technical detail you cannot judge. Ask the reference what happened and who did the work. Use the project’s drawings, product instructions, and inspection records for acceptance criteria.
Ask other people about what they observed
A homeowner can discuss access, protection of occupied areas, communication, and response to a problem they reported. Ask them about their own experience. Do not expect a homeowner reference to prove crew capacity across multiple starts.
Compare the reference answers with the work and crew fit review before making the hiring decision.
A superintendent can discuss the assigned foreman, field coordination, inspections, and punch response. Ask whether they managed the specific job or are describing the company from another project. Note the period they observed.
A designer can discuss whether the crew followed the approved details and raised questions before making a change. Another trade can discuss the handoff it received. A supplier can describe its own dealings with the firm, while keeping confidential account information private.
Do not combine these perspectives into a claim that everyone approves the company. List the observations by role. When accounts differ, record the disagreement and ask a follow-up question. Do not average the answers into a score.
Keep credentials outside the reference interview
If a reference says the company is licensed or insured, ask where that information came from. Then complete your own required checks. Record the official source and date in the hiring file.
North Carolina’s GC board FAQ explains that a license belongs to the named legal entity. Ask the relevant board about the business and scope you intend to hire. A builder’s prior experience with the firm does not replace that check. For an electrical package, use the NC electrical board’s license-search route to check the relevant firm.
Use an insurance professional for coverage questions. The NC Industrial Commission provides a workers’ compensation coverage search, but warns that its coverage database is not proof of insurance and may lag changes. Do not ask a past client to interpret the candidate’s policy or your project’s requirements. Request current documents through your own onboarding process.
Record what you learned and what is still missing
Write the call date, reference role, project context, and direct observations. Separate what the person knew from what they heard from someone else. If you keep an exact quote, ask permission and preserve its wording and context.
List any question about your package that the call did not answer. For example, a reference can describe careful finish work without knowing whether the crew can cover repeated starts. Add that limit to the candidate file and use the capacity review before expanding the assignment.
Give the candidate a chance to explain an unresolved factual concern. Request supporting records when appropriate. If you cannot resolve a required issue, pause the award and state the missing evidence. Do not use reputation to fill a missing check.
Use the subcontractor search process to place this check within the wider candidate search.
Where Cercha fits
Cercha’s portfolios and builder endorsements provide context for asking who worked together on which projects. Messages let you request a reference conversation and relevant examples. Confirm the scope and observations directly before using them in your hiring decision. Ask about the beta.