Construction Templates and Forms for Owner-Builders

Managing the paperwork for an owner-builder project can be overwhelming. These templates provide professional starting points for the most critical documents you'll need. While these templates are designed for owner-builders, always have an attorney review any legal documents before use, especially in your specific jurisdiction.

Subcontractor Agreement Template

A comprehensive written agreement protects both you and your subcontractor. This template covers the essential elements of a professional subcontractor agreement.

Key Components to Include

Header and Parties

SUBCONTRACTOR AGREEMENT

This Agreement is entered into on [DATE] between:

OWNER-BUILDER: [Your Name]
Address: [Property Address]
Phone: [Your Phone]
Email: [Your Email]

SUBCONTRACTOR: [Company/Individual Name]
License #: [License Number]
Address: [Business Address]
Phone: [Business Phone]
Email: [Business Email]

Scope of Work Section

1. SCOPE OF WORK

Subcontractor agrees to provide all labor, materials, equipment, and
supervision necessary to complete the following work at the property
located at [PROJECT ADDRESS]:

[Detailed description of work to be performed]

Subcontractor will perform work in accordance with:
- Attached plans and specifications dated [DATE]
- All applicable building codes and regulations
- Industry best practices and standards
- Schedule outlined in Section 3

Materials to be provided by Subcontractor:
[List specific materials, brands, grades, colors if applicable]

Materials to be provided by Owner:
[List if any materials are owner-supplied]

Payment Terms Section

2. PAYMENT TERMS

Total Contract Amount: $[AMOUNT]

Payment Schedule:
- Deposit upon signing: $[AMOUNT] ([PERCENTAGE]%)
- Upon completion of [MILESTONE]: $[AMOUNT] ([PERCENTAGE]%)
- Upon completion of [MILESTONE]: $[AMOUNT] ([PERCENTAGE]%)
- Final payment upon completion and approval: $[AMOUNT] ([PERCENTAGE]%)

Payment terms:
- Payments due within [NUMBER] days of invoice
- Each payment requires signed conditional lien waiver
- Final payment requires unconditional lien waiver
- No payment for incomplete or defective work
- Retainage: [PERCENTAGE]% held until final completion

Timeline and Schedule Section

3. TIMELINE AND SCHEDULE

Start Date: [DATE]
Completion Date: [DATE]
Working Hours: [START TIME] to [END TIME], [DAYS]

Milestones:
- [MILESTONE 1]: [DATE]
- [MILESTONE 2]: [DATE]
- [MILESTONE 3]: [DATE]

Delays and Extensions:
- Weather delays: [NUMBER] days allowed without penalty
- Owner-caused delays: Schedule adjusted accordingly
- Contractor must notify owner within 24 hours of delay
- Liquidated damages: $[AMOUNT] per day after completion date
  (only if applicable and mutually agreed)

Insurance and Licensing Section

4. INSURANCE AND LICENSING

Subcontractor certifies and agrees:
- Valid contractor license #[NUMBER] in [STATE]
- General liability insurance: $[AMOUNT] coverage minimum
- Workers compensation insurance or valid exemption
- Vehicle insurance for all vehicles on site
- Insurance certificates provided to Owner before work begins
- Owner named as additional insured on liability policy

Permits and Inspections Section

5. PERMITS AND INSPECTIONS

Permits:
- [WHO] responsible for obtaining permits
- [WHO] responsible for permit costs
- [WHO] responsible for scheduling inspections

Subcontractor will:
- Ensure work passes all required inspections
- Correct any deficiencies identified by inspectors
- Maintain job site permit in visible location
- Notify owner 48 hours before inspection needed

Change Orders Section

6. CHANGE ORDERS

No changes to scope of work are valid unless:
- Documented in writing using attached Change Order form
- Signed by both Owner and Subcontractor
- Price adjustment clearly stated
- Schedule impact identified
- Executed before change work begins

Verbal agreements are not binding.

Warranty Section

7. WARRANTY

Subcontractor warrants:
- All work performed in workmanlike manner
- All materials new unless otherwise specified
- Work complies with all applicable codes
- Work free from defects for [NUMBER] year(s)
- Will return to correct defects at no cost to Owner

Manufacturer warranties pass through to Owner.

Additional Essential Clauses

8. SITE CONDITIONS AND CLEANUP
- Subcontractor maintains clean and safe work site
- Daily cleanup of debris and materials
- Final cleanup and removal of all waste
- Damage to existing property repaired at Subcontractor's expense

9. TERMINATION
Owner may terminate for:
- Failure to perform work as specified
- Abandonment of work for [NUMBER] consecutive days
- Breach of this Agreement
- Safety violations

Subcontractor may terminate for:
- Non-payment beyond [NUMBER] days
- Owner interference preventing work completion

10. LIEN WAIVERS
- Conditional lien waiver with each progress payment
- Unconditional lien waiver with final payment
- Lien waivers from all sub-subcontractors if applicable

11. DISPUTE RESOLUTION
- Good faith negotiation for [NUMBER] days
- Mediation before litigation
- Prevailing party attorney fees [if applicable in your state]
- Venue: [COUNTY], [STATE]

12. GENERAL PROVISIONS
- Agreement governed by laws of [STATE]
- Assignment requires written consent
- Entire agreement between parties
- Amendments must be written and signed
- Notices sent to addresses above

OWNER-BUILDER                    DATE
_____________________________    __________
[Printed Name]

SUBCONTRACTOR                    DATE
_____________________________    __________
[Printed Name and Title]

Payment Schedule Template

Create clear payment expectations with a detailed schedule:

PROJECT PAYMENT SCHEDULE

Project: [PROJECT NAME]
Owner: [YOUR NAME]
Contractor: [CONTRACTOR NAME]
Total Contract Amount: $[AMOUNT]
Date: [DATE]

PAYMENT BREAKDOWN

Payment #1 - Deposit
Amount: $[AMOUNT] ([PERCENTAGE]%)
Due: Upon contract signing
Trigger: Signed agreement returned
Required: Conditional lien waiver

Payment #2 - [MILESTONE NAME]
Amount: $[AMOUNT] ([PERCENTAGE]%)
Due: Upon completion of [SPECIFIC DELIVERABLE]
Trigger: Owner inspection and approval
Required: Conditional lien waiver, photos of completed work

Payment #3 - [MILESTONE NAME]
Amount: $[AMOUNT] ([PERCENTAGE]%)
Due: Upon completion of [SPECIFIC DELIVERABLE]
Trigger: Owner inspection and approval
Required: Conditional lien waiver, photos of completed work

Payment #4 - [MILESTONE NAME]
Amount: $[AMOUNT] ([PERCENTAGE]%)
Due: Upon completion of [SPECIFIC DELIVERABLE]
Trigger: Owner inspection and approval, passed inspection [if applicable]
Required: Conditional lien waiver, inspection documentation

Payment #5 - Final Payment (Less Retainage)
Amount: $[AMOUNT] ([PERCENTAGE]%)
Due: Upon substantial completion
Trigger: Owner punch list walkthrough
Required: Conditional lien waiver, warranty documentation

Payment #6 - Retainage Release
Amount: $[AMOUNT] ([PERCENTAGE]%)
Due: [NUMBER] days after completion
Trigger: All punch list items complete, no defects
Required: Unconditional final lien waiver

TOTAL: $[AMOUNT] (100%)

PAYMENT TERMS
- Payments due within [NUMBER] days of invoice
- Invoices must include description of completed work
- Payment contingent on satisfactory work quality
- No payment for incomplete or defective work
- Right to withhold payment for outstanding issues

DOCUMENTATION REQUIRED
Each payment requires:
☐ Detailed invoice
☐ Appropriate lien waiver
☐ Photo documentation (if applicable)
☐ Inspection reports (if applicable)
☐ Receipts for materials (if reimbursable)

Owner Signature: _____________________ Date: _______

Contractor Signature: _________________ Date: _______

Change Order Template

Document all project changes with this formal template:

CHANGE ORDER #[NUMBER]

Project: [PROJECT NAME]
Address: [PROJECT ADDRESS]
Date: [DATE]
Change Order Number: [NUMBER]

Owner: [YOUR NAME]
Contractor: [CONTRACTOR NAME]
Original Contract Date: [DATE]
Original Contract Amount: $[AMOUNT]

DESCRIPTION OF CHANGE

Detailed description of change:
[Provide specific details of what is being changed, added, or deleted]

Reason for change:
☐ Owner request
☐ Code requirement
☐ Site condition
☐ Design improvement
☐ Material substitution
☐ Other: _________________

Impact on existing work:
[Describe how this change affects completed or planned work]

COST IMPACT

Labor: $[AMOUNT]
Materials: $[AMOUNT]
Equipment: $[AMOUNT]
Overhead/Profit: $[AMOUNT]
---------------------------------
Total Change Order Amount: $[AMOUNT]

Original Contract Amount: $[AMOUNT]
Previous Change Orders: $[AMOUNT]
This Change Order: $[AMOUNT]
---------------------------------
New Contract Total: $[AMOUNT]

SCHEDULE IMPACT

Original Completion Date: [DATE]
Days Added/Subtracted: [NUMBER]
New Completion Date: [DATE]

Reason for schedule change:
[Explain why timeline is affected]

APPROVALS

This change order must be signed before work begins.

Owner Approval
I approve this change order and agree to the cost and schedule impacts.

Signature: _____________________ Date: _______
Print Name: _____________________

Contractor Acceptance
I accept this change order and will complete the work as described.

Signature: _____________________ Date: _______
Print Name: _____________________

ATTACHED DOCUMENTATION
☐ Revised drawings/plans
☐ Material specifications
☐ Cost breakdown
☐ Supporting photos
☐ Other: _________________

Budget Tracking Spreadsheet Structure

Create a comprehensive budget tracker with these categories:

Column Headers

• Category
• Subcategory
• Budgeted Amount
• Actual Cost
• Variance
• Percentage of Budget
• Vendor/Contractor
• Payment Date
• Invoice Number
• Notes

Major Categories with Typical Line Items

SITE WORK ($15,000 - $40,000)

• Survey: $500 - $2,000
• Soil testing: $500 - $2,000
• Excavation: $3,000 - $10,000
• Utilities connection: $5,000 - $15,000
• Driveway: $3,000 - $8,000
• Landscaping: $3,000 - $10,000

FOUNDATION ($20,000 - $50,000)

• Footings: $5,000 - $12,000
• Foundation walls: $10,000 - $25,000
• Waterproofing: $2,000 - $5,000
• Drainage: $1,500 - $4,000
• Termite treatment: $500 - $1,500

FRAMING ($30,000 - $80,000)

• Lumber: $15,000 - $40,000
• Engineered lumber: $3,000 - $10,000
• Labor: $10,000 - $25,000
• Hardware: $1,000 - $3,000
• Beams/Headers: $1,000 - $2,000

EXTERIOR ($25,000 - $60,000)

• Roofing: $8,000 - $20,000
• Siding: $10,000 - $25,000
• Windows: $5,000 - $12,000
• Exterior doors: $2,000 - $5,000
• Trim: $1,000 - $3,000

MECHANICAL SYSTEMS ($30,000 - $70,000)

• HVAC: $12,000 - $25,000
• Plumbing: $10,000 - $20,000
• Electrical: $8,000 - $25,000

INSULATION & DRYWALL ($15,000 - $35,000)

• Insulation: $5,000 - $12,000
• Drywall materials: $4,000 - $10,000
• Drywall labor: $6,000 - $13,000

INTERIOR FINISHES ($40,000 - $100,000+)

• Flooring: $8,000 - $25,000
• Cabinets: $10,000 - $40,000
• Countertops: $4,000 - $15,000
• Interior doors: $3,000 - $8,000
• Trim/molding: $5,000 - $12,000
• Paint: $5,000 - $12,000
• Fixtures: $5,000 - $15,000

OVERHEAD COSTS (15-20% of total)

• Permits: $2,000 - $8,000
• Insurance: $2,000 - $5,000
• Temporary utilities: $1,500 - $3,000
• Dumpster/waste: $2,000 - $5,000
• Equipment rental: $3,000 - $10,000
• Contingency: 10-15% of project

Tracking Formula Examples

Variance = Actual Cost - Budgeted Amount
Percentage = (Actual Cost / Budgeted Amount) × 100
Remaining Budget = Total Budget - Sum of Actual Costs
Percentage Complete = (Actual Costs / Total Budget) × 100

Construction Schedule Template

Gantt-Style Timeline Structure

Project: [NAME] Total Duration: [WEEKS/MONTHS] Start Date: [DATE] Completion Date: [DATE]

Critical Path Items to Monitor

• Long lead time items (windows, cabinets, specialty materials)
• Weather-dependent work (concrete, roofing, exterior)
• Inspection dependencies
• Subcontractor availability
• Material delivery schedules

Lien Release Forms

Conditional Lien Waiver (Progress Payment)

CONDITIONAL WAIVER AND RELEASE UPON PROGRESS PAYMENT

Property: [PROJECT ADDRESS]
Owner: [YOUR NAME]
Contractor/Supplier: [COMPANY NAME]

Upon receipt of $[AMOUNT] by check #[CHECK NUMBER] from
[PAYOR NAME] for services/materials provided through [DATE],
the undersigned waives and releases any lien rights or bond
claims related to labor, services, or materials provided through
the above date ONLY.

This waiver and release:
1. Is conditional upon actual receipt and clearance of payment
2. Does not cover work performed after the "through date" above
3. Does not cover retention amounts held
4. Does not cover extra work or change orders unless specified

Work/Materials Covered:
[Brief description of work completed]

Amount Covered by This Waiver: $[AMOUNT]

EXCEPTIONS: This waiver does not cover the following for which
the undersigned retains lien rights:
- Work performed after [DATE]
- Disputed items: [LIST IF ANY]
- Retention: $[AMOUNT]
- Change Order #[NUMBER]: $[AMOUNT]

Date: _____________

Contractor/Supplier: ________________________________
                    (Company Name)

By: ______________________________ Title: ___________
    (Authorized Signature)

Print Name: _______________________

Unconditional Final Lien Waiver

UNCONDITIONAL WAIVER AND RELEASE UPON FINAL PAYMENT

Property: [PROJECT ADDRESS]
Owner: [YOUR NAME]
Contractor/Supplier: [COMPANY NAME]

The undersigned has received final payment of $[AMOUNT] and
hereby waives and releases any right to file a lien or assert
any bond claim for all labor, services, equipment, and materials
provided to the above property.

This waiver and release covers:
- All work through project completion on [DATE]
- All materials furnished through [DATE]
- All amounts owed under the contract
- All retention amounts
- All approved change orders

Final Contract Amount: $[AMOUNT]
Total Amount Paid: $[AMOUNT]
This Final Payment: $[AMOUNT]

The undersigned certifies:
☐ All subcontractors have been paid in full
☐ All material suppliers have been paid in full
☐ All workers have been paid in full
☐ No outstanding liens exist on this property
☐ All work has been completed satisfactorily

Date: _____________

Contractor/Supplier: ________________________________
                    (Company Name)

By: ______________________________ Title: ___________
    (Authorized Signature)

Print Name: _______________________

NOTARY (required in some states)
State of: _____________
County of: ____________

Subscribed and sworn before me this ____ day of ________, 20___

Notary Public: ________________________
My Commission Expires: ________________

Daily Log Template

Keep a detailed record of daily activities:

DAILY CONSTRUCTION LOG

Date: _____________
Weather: _________________ Temperature: ____°
Site Conditions: ☐ Dry  ☐ Wet  ☐ Muddy  ☐ Other: _______

PERSONNEL ON SITE
Contractor: ______________ Workers: ___
Subcontractor: ___________ Workers: ___
Subcontractor: ___________ Workers: ___
Owner-Builder Hours: ____

WORK PERFORMED
Contractor: _________________________________________
___________________________________________________
___________________________________________________

MATERIALS DELIVERED
Item: _______________ Qty: ____ Supplier: __________
Item: _______________ Qty: ____ Supplier: __________

EQUIPMENT ON SITE
_________________________________________________

INSPECTIONS
Type: ______________ Time: _____ Result: ☐ Pass ☐ Fail
Inspector: ____________ Notes: ____________________

VISITORS
Name: ______________ Company: ________ Purpose: ____

ISSUES/DELAYS
___________________________________________________
___________________________________________________

SAFETY INCIDENTS
☐ None
☐ Near miss: ________________________________________
☐ Injury: ___________________________________________

PHOTOS TAKEN
☐ Progress photos  ☐ Issue documentation  ☐ Deliveries

TOMORROW'S PLAN
___________________________________________________
___________________________________________________

Notes: _____________________________________________
___________________________________________________

Logged by: _____________________ Time: _______

Using These Templates Effectively

Customize Before Use

• Add your state-specific legal requirements
• Include local code references
• Adjust payment schedules to your project size
• Modify terminology for your region

Professional Presentation

• Print on clean white paper or use digital signatures
• Use consistent formatting
• Keep originals in fireproof safe
• Provide copies to all parties
• Scan and backup electronically

Legal Protection

While these templates provide solid starting points, consider:

• Having a local attorney review contracts
• Understanding your state's lien laws
• Knowing your jurisdiction's contractor requirements
• Consulting with an accountant on payment structures

Need Custom Contract Help?

Every project is unique, and contracts should reflect your specific situation, local laws, and project complexity. Our consulting services include:

• Custom contract review and modification
• Payment schedule optimization
• Dispute resolution support
• Local code and legal requirement guidance
• Project documentation systems

to protect yourself with proper documentation.

Related Resources

• Complete Project Checklists - Track every phase
• Subcontractor Selection Guide - Find quality contractors
• Project Planning - Develop your comprehensive plan
• Budget Planning - Create accurate project budgets
• Construction Glossary - Understand contract terminology