Start with one room and one clear observation
A useful repair list helps someone understand the work before discussing how to do it. Walk through each room and write one task per line. Describe what happens, where it happens and what a finished result would look like. You can leave the diagnosis to the person assessing the job.
Give each task an identifier, such as H1 for a hallway item. Use that identifier in your notes and photo filenames so similar repairs stay easy to tell apart. Our worksheet gives you space to keep these details together.
Record the details that change the scope
Two tasks with the same short name can involve different work. Add enough detail for the contractor to ask useful follow-up questions. Approximate measurements are fine for initial planning; label them as approximate and let the contractor confirm them.
- Location and quantity: which room, which door, how many holes or how many items to assemble.
- Existing materials: paint labels, hardware models or product instructions you already have.
- Access: furniture that may need moving, occupied rooms or times when the space is unavailable.
- Finish: whether you expect patching, primer, paint, staining, cleanup or packaging removal.
Keep a small set of useful photos
Our suggested approach is one wider photo to show the location and one close view to show the detail. Photograph only what you can reach safely. A contractor may still need an in-person assessment before agreeing to the work.
Keep photos in your own folder for now. The website inquiry form accepts text, not photo uploads. Before sending pictures to a contractor, check the frame for mail, family photos, entry codes and other details you do not intend to share.
Separate the essentials from the extras
Mark the tasks you want addressed first and the ones that can wait. If you ask several contractors for estimates, give them the same list and identify any optional items. When your list changes, send the revised version so everyone is discussing the same work.
Grouping tasks into one request is a planning convenience. Ask each contractor which items they can handle, whether another trade is needed, and how combining work affects their estimate. Do not assume a bundle is automatically cheaper.
Turn the list into a written agreement
Virginia DPOR recommends checking contractor license status and disciplinary history, getting written estimates, and keeping promises in writing. Use its consumer guidance and license lookup before choosing a contractor.
Ask the provider to explain what their estimate includes and excludes. Keep your planning notes, the agreed scope and any later changes together. A brief note such as “paint included” is worth clarifying: which surfaces, what preparation, and whose materials?
- Which items are included, optional or outside this provider’s scope?
- What materials and finishing work are included?
- How will additional work be priced and approved?
- What are the agreed timing, payment terms and cleanup responsibilities?
References: Virginia DPOR: choosing a contractor · Virginia contractor license lookup
Check local requirements when the project calls for it
For work that may involve permits, use Loudoun County’s permitting information and ask which approvals apply to your specific scope. The county also points homeowners to incorporated-town and HOA requirements where applicable. A contractor’s estimate should make responsibility for required approvals clear.
The worksheet is a way to organize a request, not a decision about whether a particular job needs a permit. Confirm that with the relevant authority before work begins.
References: Loudoun County: permits and approvals
Save your list and choose what to share
Use the printable worksheet if you prefer writing by hand, or build your list on the site and save a text copy. Keep your detailed notes for the contractor conversation. A town and a short description are enough for an initial website inquiry.
Submitting a list sends it to this site for review. We ask before sharing your details with a contractor. You can also use the guide and downloads without sending anything.