In construction, there’s nothing worse than an unmet expectation. That’s why before we begin any project, we make every effort towards clarity by having a pre-construction meeting. We feel that this meeting sets the stage for a successful project by talking about your expectations and ours. Together with our project management team and the homeowner, we draft an agreement that leaves no stone unturned. 

The Pre-Construction Meeting

Up to this point you have working with the Oxland team on design and development of your project. You have likely been so focused on the finish selections and outcomes that you haven't put much thought how your project will be built. The Pre-Construction Meeting is when you will meet the production team. Listed below are some of the items we cover during this meeting but the most important aspect of this meeting is the time allowed for us to answer any questions and cover any concerns you may have. We want you to understand what you’re getting, and we want to ensure we have all the information possible.

The meeting involves coming together to discuss each aspect of your upcoming project. Our company focus is that every project runs smoothly, is completed on schedule, and stays within budget. The Pre-Construction Meeting highlights the specifics of your project to avoid confusion or misunderstandings, and to ensure your expectations are met. It involves a series of commitments, both on our end and yours.

Here’s a brief breakdown of each topic we touch on. When you sit down with us, you’ll recognize many of these topics as coming directly from the Pre-Construction Contract we use...spoiler alert!

Client/Contractor Communication

First we talk about communication, the bedrock of any project. We make every attempt to be available to answer any of your questions and/or concerns during regular working hours. As a general rule of thumb, a company representative can be reached 7am to 6pm, Monday through Thursday, and 7am to 5pm on Fridays. Voicemails are usually answered within 1-2 hours, if not sooner. 

We’ll also touch on our project management software, BuilderTrend. It’s your quickest means of communicating with us, especially with concerns or questions after hours. We’ll give you a login and password at the meeting.

Starting Times

Our typical work day starts at 7:30 and is over by 4:00. We feel that allows us to be on site early enough to answer any questions before you need to leave for the day and gone before you come home.

Access to the House

If your project involves an interior renovation, our team will obviously need to have access to your home during construction. In the contract, we talk about our lock box policy. We’ll install one on your premises, and for your safety and privacy, only authorized company representatives will have access to lock box codes.

Material Storage

We’ll go over project logistics like material storage. We’ll need a suitable, dry storage area for construction materials, like a garage bay. We will also discuss where we can stack materials and equipment outside and how we will do that.

Homeowner’s Property

Here’s where the homeowner’s responsibilities start to come into play. The homeowner is responsible for moving or clearing all items out of the work area, unless otherwise agreed upon by the homeowner and lead carpenter. If you need any items moved by Oxland Builders, you’ll be asked to specify this on the contract.


Our employees carry their own personal cell phones and can reach our office quickly in the event of an emergency. If you have any questions about the construction, look for one of our project managers. They have access to all pertinent job information in our cloud-based project management software, and can quickly pull up the details for you.

Food and Drinks

We won’t be able to accept coffee, food, etc. while working on your project. While appreciated, our team prefers to focus on the work at hand. We also have a strict company policy prohibiting the consumption of alcohol during work hours. It’s important for homeowners to know they could jeopardize an employee’s job by offering them alcohol. 

Neighborhood Letter

With your permission, we will send a pre-construction mailing to local neighbors to introduce our company and inform them of our presence in the neighborhood. Our customers’ names and addresses are never disclosed in these mailings.

Payment Schedule

During the meeting, we spend some time reviewing the payment schedule. Payments are based on the start of each phase in the project. We provide a project calendar to help homeowners determine when each payment is due, and our office manager reaches out prior to the release of each payment.

Project Change Orders

Sometimes, homeowners want to make changes to the scope of their project after it has started. While we do everything possible to accommodate these requests, change orders that happen after work has begun take time to process. They can also have a significant impact on the overall project cost and completion time.

When requested, a change order document will be issued detailing the exact cost and estimated time to be added to the expected completion date. All change orders must be signed by customers and paid in full before materials are ordered or additional work is initiated.

Other elements of the Pre-Construction Meeting include:

  • The placement of yard signs

  • Designated toilet facilities

  • Our no smoking policy for employees

  • Areas that require dust protection

  • Special instructions concerning children and pets

  • A final approval of the scope of work

Ready to Book Your Interior Renovation Over the Winter?

Don’t hesitate to get in touch with us! We at Oxland Builders take pride in the work we do for our clients. We prefer to leave nothing to chance, and we make every effort to make each project a masterpiece, from planning to completion. 

Experience renovation differently, and contact Oxland Builders!