First meeting with a luxury renovation contractor: 25 questions to ask

What questions should you ask a contractor at the first meeting?

Ask them in six blocks: who does the work, the estimate, how to check the level, schedule and control, payment and warranty, and language and long-distance communication. A good answer is specific and backed by a document or an example. A bad one is vague, leans on "trust us" and avoids numbers.

Bring a list and write the answers down verbatim. Ask the same questions of two or three companies: comparing answers teaches you more than comparing final prices. A good contractor does not take offence at questions, because a luxury client should ask them. Below are the 25 questions, with notes on what is normal and what is a warning sign. They are written for the client, not for any particular company.

Who will do the work and who will be on site every day?

Question 1. Does an in-house crew do the work, or subcontractors? Normal: a clear split, for example "we do structure and finishes ourselves, we commission joinery and climate systems from specialist workshops". Warning: "we do everything" with no trades named, or the opposite, "we only coordinate".

Question 2. Who runs the site and what is their name? Normal: they name the jefe de obra and say how many sites he handles at once. Warning: the person in charge keeps changing, or you only deal with a sales manager.

Question 3. Who will be on site every day? Normal: a specific role and how often the manager visits. Warning: "we will come when needed".

Question 4. Which documents will you show? Normal: a liability insurance policy, confirmation that the company is up to date with tax and social security, the same for subcontractors, and willingness to hand over copies. Warning: "that's not necessary", "nobody usually asks".

How should the estimate be built and what should you check in it?

The estimate should read line by line, with quantities, units and materials, and it should show what is not included. Four questions.

Question 5. Will you show an estimate by chapter and line? Normal: chapters, quantities, units, materials with grade or brand. Warning: a single "turnkey renovation" figure.

Question 6. What is not included in the price? Normal: a ready list, for example furniture, licence, connections. Warning: "everything is included" with no list.

Question 7. Which lines are provisional sums, and how are they closed out? Normal: an amount, a list of items, an approval procedure, the unspent balance returned. Warning: there are none at all (so the price is unrealistic) or there are many with no description.

Question 8. How are changes and the unforeseen handled? Normal: a written addendum with the price before the work starts, and a 10–15% contingency with a spending procedure. Warning: "we'll sort it out as we go".

How do you tell whether a contractor can deliver luxury quality?

Luxury quality shows on finished and ongoing sites and in the details, not in a presentation. Four questions.

Question 9. Can I visit a live site and a completed one? Normal: they show a site at rough stage, where services and joints are visible, and let you speak to the owner. Warning: only photos and 3D renders.

Question 10. How many projects at this level have you delivered in recent years? Normal: a specific number and an example with area and scope. Warning: generalities about "extensive experience".

Question 11. Where and by whom are the joinery, stone and metalwork made? Normal: they name the workshop, lead times are clear and samples exist. Warning: "we'll buy something ready-made" for bespoke pieces.

Question 12. Will you show the construction details? Normal: a drawing or photo of a shadow gap, the junction of parquet and stone, a concealed door. Warning: "the tradesmen will sort it out on site" with no prior design.

What schedule and quality control are normal?

The schedule should have control points, and quality should be checked during the work, not at the end. Five questions.

Question 13. Will you show a schedule with phases? Normal: phases with dependencies, for example services before plastering, and lead times for bespoke pieces. Warning: a single figure, "three months", with no phases. The duration for your property is given after a visit, not over the phone.

Question 14. What happens if there is a delay? Normal: a written explanation of the causes and a new schedule. Warning: silence or "these things happen".

Question 15. How do you report progress? Normal: regular reports with photos by phase. Warning: "call us if anything comes up".

Question 16. Who signs off each phase and when? Normal: sign-off before walls and ceilings are closed, especially the services, with the technical manager. Warning: sign-off only at the end. On complex projects a dirección facultativa acts as independent technical control.

Question 17. How do you protect neighbours, the lift and common areas? Normal: a protection plan and a schedule of noisy work within the building's rules. Warning: "nobody has complained".

How are payment and warranty arranged?

Payment is tied to completed phases and the warranty is described in the contract. Four questions.

Question 18. What does the payment schedule look like? Normal: payments by phase after sign-off and a modest first payment. Warning: a large deposit "for materials" before work starts, payments with no link to phases.

Question 19. Is part of the sum held back until final acceptance? Normal: yes, a small share is retained until snags are fixed. Warning: everything is paid before the small remaining works are finished.

Question 20. What warranty periods do you give, in writing? Normal: reference to the law and the contract. The Building Act (LOE, article 17) sets the liability of those involved in construction: 10 years for structural defects, 3 years for defects affecting habitability and 1 year for finishing defects. Which of these periods apply to your project depends on the type of works, and an architect or lawyer clarifies it. Warning: "lifetime warranty" with no document.

Question 21. What happens with a defect? Normal: a written notice, a response time and who fixes it. Warning: "tell us and we'll have a look".

What should you ask if you live outside Spain?

Ask how the work is organised at a distance: what language the documents are in, who decides in your absence and how you see the site. Four questions.

Question 22. What language are the contract and estimate in, and which prevails? Normal: documents in your language or with a translation, it is clear which version is the main one, and the contract's terms are few and explained. Warning: Spanish only, with a spoken "summary".

Question 23. How often and in what format do you report? Normal: a weekly report, photos, video, a call at a time that suits you. Warning: communication through third parties.

Question 24. Who decides while I am away? Normal: you approve material choices and changes in writing, and urgent matters are described in advance. Warning: "we'll decide what's best". If a representative is needed, a power of attorney with limited powers is discussed.

Question 25. Who holds the keys and how are the site and materials protected? Normal: an access log and a list of people. Warning: keys held by several people with no record.

How does BCN YARD answer these questions?

We are ready to answer any of the 25 questions in writing, and some of the answers are visible straight away. The work is done by our own crew together with trusted subcontractors, and one person is responsible for the project. We run projects in Russian and Spanish. Payment follows the contract, in stages. We answer every enquiry within an hour.

A client who lives outside Spain usually starts with a video call and sends plans and photos. Project sign-offs are made by independent specialists. If you arrive with this list, that is normal: we ourselves recommend asking such questions of any company you talk to.