The Importance of Communicating Client Installed Services

In residential construction, one thing that often gets overlooked is telling your builder about client-installed services: work you organise yourself, like ducted air-conditioning, audio systems, security or network cabling, or ducted vacuum. Telling your builder before construction begins prevents a host of problems later.

Here's why it matters, what goes wrong when you don't, and a checklist to get it right. First, a typical contract clause:

If you wish to install additional services during the frame stage—such as ducted air-conditioning, audio, security cabling, or vacumaid ducting—it is important to inform your builder in writing before the contract documentation is prepared.

Clauses like this are common in building contracts. Look for the section on owner-supplied items or work done by the owner in the contract you're signing, and read it before you sign.

Any work on site affects the other trades on site, whether you like it or not. Too many people working at once leads to rushed, subpar work, and unplanned work causes delays and extra costs for everyone, and pushes out the completion of your home.

Notifying your builder about client-installed services ensures all parties involved are informed, and sufficient time is allocated for these services to be installed.

It is important to note that any Client installed service will only be “fitoff” after the prescribed Handover date of the house and no time before.

The reason for the clause above: installers working in a home under construction can over-cut switch plate locations and return air vents, put a foot through the ceiling, or just leave extra paint touch-ups behind.

If contractors work on a finished home, they tend to be more careful and are responsible for any damages they cause.

All contractors carrying out work on your builders construction site must have a current WH&S Blue Card as well as have a work method statement available for viewing by your builder prior to any work starting onsite.

This clause is important. In my 25 years as a builder and construction manager, I don't think a single client ever provided this documentation to me.

I'll briefly explain why it's important.

Firstly, if your contractor doesn't hold a General Construction Induction card (the White Card), they can't work on site at all.

Secondly, the builder must hold a safe work method statement (SWMS) for any high-risk work and be able to produce it if a Workplace Health and Safety Queensland inspector visits while your contractor is working. If the builder can't produce it, they can be fined and prosecuted under the Work Health and Safety Act 2011.

Thirdly, say your contractor uses a highly flammable product or a gas that requires respirators. Without the SWMS and the attached safety data sheet (SDS), nobody knows about that hazard. A co-worker could be on site at the same time, be overcome by fumes, and then pursue the principal contractor (your builder) and you for failing to protect the health and safety of people on site.

You might laugh at this. Sure, it may never happen.

But I've been to court to help a contractor defend a serious injury prosecution brought by the workplace health and safety regulator. I can assure you there is no laughing in court, just facts and legal teams doing their job.

In court, "I didn't think the paperwork mattered" is not a defence. It's only paperwork, and it's easy to get.

Ducted air-conditioning installations carried out by Owners do attract a surcharge payable to your builders ceiling insulation contractors for the additional work imposed due to the presence of air conditioning ducts throughout the ceiling cavity.

These contractors spend additional time shifting and relocating duct work to allow installation of glass wool insulation into the ceiling cavity. Your time is valuable and so is theirs.

The installation of the following items (if not in your contract to be completed by Your Builder) will not be permitted until after the Practical Completion handover:Floor coverings to main areas or bedroomsWindow treatments (curtains, blinds etc)Security systems, vacuum-maid, air conditioningSecurity screens to windows or doorsPergola or patiosSwimming pools (refer to ‘Your Builders’ Swimming Pool Policy)Brick or concrete driveways, footpaths or patio floorsFencing or retaining wallsLandscaping (including irrigation systems, turf and garden beds).

All of these items affect the builder's ability to finish the home without extra cost.

Carpet laying often scuffs skirting boards, so allow for paint touch ups (expense).

Curtain and blind installers sometimes take shortcuts, hanging curtains from the window architraves (a non-structural timber trim) instead of fixing them to structural timber like studs, jamb studs or window lintels behind the plasterboard.

When that happens, plasterboard and paint repairs are usually needed.

Security systems are much the same as air-con fit-offs. Holes cut in the plasterboard in the wrong spot mean plasterboard and paint repairs (expense and time).

Driveways, concrete and paths: one of my favourites. Clients in a rush to get everything done often book this work without telling the builder, not realising there are several inspections needed before the home can be certified complete.

More than once, a client has had concrete paths poured around the house without my knowledge, and the final plumbing inspection has failed because the concreter turned the sewer ORG (overflow relief gully, which lets sewage overflow outside rather than inside your house) into a stormwater yard gully.

That makes the ORG useless. The plumbing final fails and the certifier can't issue the final inspection certificate (Form 21), which delays handover. The only fix is to rip up the concrete path (usually a much bigger area than just around the ORG) and pour it again.

All this extra work and time because work was done without the builders knowledge.

The key to managing client-installed services is communication and documentation. Make sure everyone is informed and the work can be scheduled properly.

Your checklist

1. Tell your builder in writing, before you sign, about any work you plan to organise yourself.
2. Get your contractor's licence, insurance, White Card and SWMS (with any safety data sheets) and give copies to the builder.
3. Agree dates and access with the site supervisor before your contractor turns up.
4. Where possible, wait until after handover for work like paths, driveways, curtains and blinds.