ACT Contractors Forms... From The Paper Side of Contracting.

Home Improvement Contractors Warranty Forms

Posted by Bill Baird on Fri, Mar 25, 2011 @ 17:03 PM

     Most contractors miss the “boat” when they misuse or do not use a written warranty certificate in their business. The commonHow to use a construction warranty in your contracting business. idea is that by ignoring a formal warranty and by not bringing it up with the customer, warranties will never become an issue. Wrong!

     Contractors should know that in many cases, a contractor will be held to an implied warranty even if they do not formalize the terms in a written warranty form or certificate. We also know that most consumers expect some type of warranty with everything they purchase… including a home improvement. So what is the best way for a home improvement contractor to approach the nasty business of “standing behind” their work?

     First of all, you should ALWAYS use a formal written workmanship warranty! It is important that this warranty tell the customer the contractor is only responsible for their work and never for the materials or equipment installed by them. Clearly state that a defect in the materials and equipment is the responsibility of the manufacturer and that claims should be made directly to them.  This will eliminate many complaints, limit your exposure, and everyone understands that you are the “little guy” and can’t be responsible for the failure of the product you install… your responsibility is that you install their product correctly!

     Your warranty should be specific to the particulars of your trade. For example a roofing contractor’s warranty needs to take into account things like physical damage to the roof and leaks caused by the work of others.  A painting contractor’s warranty needs to cover under what circumstances they will be responsible for paint peeling and structural cracking. A general contractor’s warranty needs to cover lack of owner maintenance and normal “wear and tear”.  Every trade is different and the warranty form used must reflect that.

     The use of a written warranty as a selling tool is often overlooked by contractors. Give a copy of your written warranty certificate WITH THE BID… not with the contract or after the job is done. Look at your warranty as a means to help you get more work and not just a way to limit your exposure after the job is completed. Make your warranty something special to show the customer that, if they have you do the work, they can be confident you will stand behind everything you do. Never hide your warranty in the contract “boilerplate” like most contractors… as though your warranty is some dirty little secret you are trying to gloss over.

     Be proud of your warranty and make sure the customer KNOWS you are proud of it! It will help the “bid” you give become a paying customer!   

Topics: roofing warranty form, painting warranty form, home improvement contractor warranty form

CA 20 Day Notice: Don't just send it, Explain it to the Recipient!

Posted by Bill Baird on Tue, Mar 22, 2011 @ 16:03 PM

     Ok.  So you send a California 20 day notice to the property owner and to the prime contractor (as of July 1, 2012 the prime contractor is now called "Direct Contractor" and the Notice is called the CALIFORNIA PRELIMINARY NOTICE) on the project... you know... just like you’re supposed to. Then it hits the fan.  You get a call from an indignant general contractor who asks you why you do not trust his company. "I pay ALL my subs"... he says so... "Why did you send the owner a Pre-Lien?"  Now here comes the kicker... "The owner is freaking out and you just made it hard for me to get a check cut and that makes it harder for me to cut a check to you!"angry over California 20 Day Notice

     Now you ask yourself if you should have sent the Preliminary Notice in the first place. You want to keep doing work for this general so the last thing you need is to make the guy mad… right? He’ll never call me for work again you think. Most of the time the general general contractor angry over preliminary noticepays so why was it worth all this hassle, for probably no reason, which might have cost me jobs from this guy.

     Let’s clear one thing up right now. Whenever the “people” who have control of the purse strings on ANY job with ANY general have not directly signed a contract with you… SEND THEM THE 20 DAY NOTICE! It protects you (every interested party knows you must be paid), it protects the general (the owner knows he needs to pay the general promptly so he can pay you and keep you happy) and it protects the owner (they know they need to make sure the general is paying you.. his sub)! The bad feelings you have created with the owner and the general are not because you have given them the 20 Day Notice.  These bad vibes happened because of the WAY you gave them the Pre-Lim Notice.

HUH???”… You think.  

     The real cause of this headache is because most people, general contractors included, look at the California Preliminary 20 Day Notice and see “LIEN!” It doesn’t matter that our California Preliminary Notice Form says right at the top “THIS IS NOT A LIEN”, the fact that they had to sign for it and that it has that “legal” look to it screams LAWYER!  And don’t you just love to get legal papers like this yourself? … It makes your day doesn’t it? No wonder someone freaks when they get one of these.

So… what did you do wrong and how can you keep this from happening in the future???

     “YOU DIDN’T EDUCATE THEM!”  You asked them to “eat” a “dry” legal form without any “sauce” to make it go down easier. ALWAYS include an explanatory letter (the sauce) when you give a Pre-Lien. If you purchase a 20 Day Notice from us or if you purchase ACT Contractors Forms on Disk for California Contractors (or for any other state that uses a notice like this) we always include a transmittal letter just for this purpose. Our letter, and so should yours, tells the person receiving the pre-lien, among other things, that:

1)  It is not a lien but rather a notice required by law for THEIR protection.

2)  It is to inform the recipient that you are a subcontractor on their project and have a right to lien if you are not paid.

3)  It does NOT mean the general is untrustworthy.

4)  It does not mean that the general has not been paying you or that the general owes you money.

5)  You have confidence in the general.

6)  By law, the recipient of this notice has a duty to see that you are paid from payments made to the general for work you have done.Transmittal Letter with pre-lien makes a smoother job

Use this transmittal letter as an opportunity to butter up the general… not tear them down… that way they will still like you… and call you on their next job!

Topics: California 20 Day Notice, California Pre Lien, CA Pre Lim, CA Pre-Lien, 2012 california construction forms, NEW California Preliminary Notice

Contractor Forms: Mechanics Lien Strategy for Dummies

Posted by Bill Baird on Thu, Mar 10, 2011 @ 21:03 PM

Collecting money owed a contractorMost contractors view filing a mechanic's lien as the last resort.... you know... "GOING LEGAL!" But you know what?  The mechanic’s lien process doesn't have to be the last resort and it most definitely does not have to mean "going legal." Let’s talk mechanic’s lien strategy.

In all my years as a contractor with thousands of home improvement customers there has never been one single time that I filed a CA mechanic’s lien form (believe me I’ve filed plenty) and felt completely satisfied with the outcome. There was always something that cropped up to "rain on my parade."

Sometimes the court would reduce the lien amount in an effort to make both parties "equally unhappy" rather than one party a winner and the other a loser... you know the "share the pain" philosophy. That's a tough one to swallow… you have to settle for less than your righteous indignation tells you is your due.

Sometimes the property already had so many claims that by the time everyone was paid out of a foreclosure sale my claim at the bottom of a very long list was worthless. The money would have run out long before it was my turn to be paid so I could not even get my legal fees back if I sued!
Once, long ago, when I first started out as a contractor, I filed the lien, got a judgment for the FULL amount (over 40K in 1981 dollars), went to foreclose on the new condo development, then found out that during the course of my time in the world of the courts, lawyers, and the law in general, the property had been sold and my judgment was set aside??? How could this be you ask?  I’ll answer that one in my later post in this series about the LIS PENDENS … say those words 10 times and NEVER FORGET THEM!     LIS PENDENS…. LIS PENDENS…

The whole point of all this is that the time to decide just how far you will push the collection process is BEFORE you decide to file that mechanic’s lien. 

Do Your Research! Here are some points to remember:

  1. Have a title search done on the property (that is what a title company does) to see just what is owed, and to whom, against the property. You will also get important information on the property like the legal description which you will need. This is money well spent and this information is public record.

  2. Find out what the property would reasonably sell for if foreclosure happens. Make sure there is money there to pay you! Remember, your claim will be at the bottom of the "list" of existing lien holders and others who have secured loans by trust deeds so make sure after everyone is paid... there is enough left for YOU!

  3. Make sure this is not a “throw away” property that the owner does not have a problem with losing!

Armed with this information your next decision is just how far to go in the collection and mechanic’s lien process. Mechanic’s liens expire or as the attorneys say “become stale” after a certain time period… you can’t place a lien on the property forever and you can’t place the same lien again after it becomes stale!  In California, for example, a mechanic’s lien is “good” for 90 days. You have 90 days to file a lawsuit.  Once a lawsuit is filed the mechanic’s lien will remain in effect until the lawsuit is decided in court. This timeline varies from state to state but in California, you generally have 90 days after a mechanic’s lien is filed to decide if the circumstances are worth the expense of a lawsuit.  So, you ask, in many cases why bother with a mechanic’s lien?

Filing a mechanic’s lien in most states is easy to do and makes sense in many cases regardless of whether you plan on pursuing a lawsuit to foreclose or not.  Why... because mechanic’s liens RARELY go to a lawsuit unless other issues are involved such as a claim of poor workmanship. Would you want to lose a valuable property to foreclosure if there was another way?  Of course not and so it goes in most cases.  When the mechanic’s lien is filed, the property owner is usually eager to resolve the issue without adding legal fees to the money that is already owed.

NEGOTIATED SETTLEMENTS WORK! ... There are usually three reasons your customer is not paying.

  1. You are billing for things they did not agree upon in writing like verbal changes or extras. You blew it here by not getting extras and changes signed for so negotiate you’re a** off here since you will probably not prevail in court and something is better than nothing.

  2. They feel your work is bad and you either deny this without giving them an acceptable reason or they no longer have confidence in your taking care of the problem(s).  You blew it here by not taking care of “business” by allowing little problems to become one big problem so negotiate you’re a** off here also ... sometimes getting a friendly third party contractor here to take care of your real or customer perceived problems can be the answer. The judge is not an expert in construction but he is a consumer so arguments that things are really ok when the customer says they aren’t usually backfire.

  3. They do not have the money to pay you. This is the big one and all other reasons the customer gives you for not paying are many times just excuses for the fact that there is no more money.  You can offer a settlement for less, which I do not recommend, or…. Ask the customer to sign a trust deed for the amount they owe, add the maximum legal interest, and set up a payment schedule they can afford.  Sure, it may take years to get paid but a trust dead does not expire like a mechanics lien and it is secured by the property.  I did a job for a homeowner in 1982.  The fellow lost his job and did not have the money to pay me.  This was a $3,000 job that I took a trust dead on at the advice of my father who was a contractor for 50 years. Just a few payments were made but the trust dead remained in effect. A few years back this fellow died and a few years after that his wife died… guess what… the executor of his estate paid almost 25 years of interest on that $3,000 so the home could be sold by the fellow’s children who inherited it. I got a check for almost $35K. While this is out of the ordinary, the point is that taking a secured trust deed when the money “well” dries up is a great alternative to “going legal” and possibly spending money to get nothing.

The best reason to use a mechanics lien is to provide a reason for your customer to WANT TO NEGOTIATE with you to avoid the alternative… even if you don’t plan on going to court for foreclosure proceedings … in most cases, your customer doesn’t know that! 

Topics: CA mechanics lien form, mechanics lien, collecting construction receivables

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