Communicating With Your Builder: Site Supervisor, Visits & Records

Effective communication with your builder is one of the most important factors in a successful build. Understanding who to talk to, how to raise issues, when to visit the site and how to keep records helps you stay informed, catch issues early and resolve problems before they escalate.

Your Site Supervisor

Your site supervisor (also called a building supervisor or construction manager) is the builder's representative responsible for your build. They:

• Manage the day-to-day construction on site
• Coordinate trades and materials
• Ensure the build follows the plans and specifications
• Schedule inspections and progress payments
• Are your main point of contact during construction

Get to know your site supervisor early. Introduce yourself, exchange contact details and establish a communication routine. A good relationship with your supervisor makes the build smoother.

Site Visits

Most builders allow site visits at defined stages:

• After slab — to inspect the completed slab
• After frame — to inspect the completed frame (most important inspection)
• At lock-up — to inspect external completion
• At practical completion — the final inspection (PCI)

Some builders also allow scheduled site meetings with the supervisor at other times. For safety and insurance reasons, you typically can't visit the site unannounced. Always arrange visits through your builder.

Raising Issues

If you identify an issue during a site visit or otherwise, raise it promptly and in writing:

• Verbal first — mention the issue to your site supervisor during the visit
• Written follow-up — send an email after the visit documenting the issue and requesting rectification
• Be specific — describe the issue, the location and what you'd like done
• Be reasonable — not every imperfection is a defect; focus on real issues
• Be timely — raise issues as soon as you see them, not weeks later
• Keep a record — save all emails and responses in a dedicated folder

Keeping Records

Maintain a comprehensive file throughout the build:

• Contract and tender documents
• All correspondence (emails, letters, text messages)
• Site visit notes and photos (dated)
• Variation documents (all changes and their costs)
• Progress payment receipts
• Inspection reports (builder and private inspector)
• PCI form and defect list
• Warranty certificates and manuals
• Compliance certificates (electrical, plumbing, waterproofing)

Communication Tips

• Be polite but firm — you're paying for a quality product and have a right to expect it
• Use email for important communications — it creates a written record
• Don't micromanage — let the builder do their job; raise real issues, not preferences
• Ask questions if you don't understand — better to ask than assume
• Respond promptly to builder requests — delays from you can delay the build
• Escalate if needed — if the supervisor isn't resolving issues, escalate to the builder's office
• Keep emotions in check — building can be stressful; stay professional and factual

Frequently Asked Questions