Owner-Appointed Contractors

General Terms & Working Rules

We can work alongside owner-appointed contractors as long as boundaries are clear. These terms are to protect the renovation schedule, completed finishes, and reduce misunderstandings.

1) Communication & Coordination Method

The owner will create a group chat including the By Design  and the owner’s contractor.

What we will do

  • We will inform in the group chat when the contractor may enter / which stage is suitable, based on site readiness and renovation sequence.

What we will not do

  • We do not chase, schedule, or manage the contractor’s attendance, manpower, deliveries, or warranty follow-ups.

Communication rule

  • English text only for instructions and confirmations
  • No voice notes
  • If the contractor cannot communicate in English, the owner must translate and confirm in English text

2) Scope & Responsibility Boundary

Owner-appointed contractors are not under By Design’s supervision.

  • The owner is responsible for the contractor’s workmanship, safety, timeline, tools, and warranty
  • By Design is responsible only for By Design’s workmanship
  • Any disputes relating to third-party works are between owner and owner’s contractor

3) Site Access Windows & Sequencing

Third-party works must be:

  • Declared early (before our schedule is locked)
  • Performed only within the approved access windows
  • Coordinated so they do not disrupt critical renovation sequence

If third-party works cause delays, return trips, or rework, any additional manpower/return visits may be chargeable as a Variation Order (VO).

4) Protection, Cleanliness & Moving Items

Owner’s contractor must:

  • Protect floors, walls, carpentry, glass, sanitaryware, and completed finishes
  • Keep the area tidy and clear debris after works
  • Follow building management rules (timings, lift booking, disposal)

Important note: When contractors move ladders, glass panels, tools, vinyl planks, aircon units, etc., it is common to accidentally hit:

  • doors / door frames
  • walls, corners, skirtings
  • cabinet edges and laminates

Any damage from third-party delivery/handling/installation is under owner/owner-contractor responsibility and should not be treated as renovation defects.

5) Materials, Tools & Storage (Owner Contractor)

  • Owner contractors should not leave tools/materials in the unit unless the owner manages it directly.
  • By Design does not receive, store, safeguard, or track third-party tools/materials.
  • Loss/missing items or damaged packaging are under owner/owner-contractor responsibility.

6) Damage Responsibility (Documentation Is Owner/Contractor’s Duty)

To avoid misunderstandings when multiple parties enter the unit:

Before starting work (mandatory):

  • Contractor/owner to take clear photos/videos of the work area and nearby finished surfaces
  • Post in the group chat: “Before work – [date/time] – [area]”

After finishing work (mandatory):

  • Contractor/owner to take clear photos/videos of the same area
  • Post in the group chat: “After work – [date/time] – [area]”

If documentation is not provided:

  • Any damage or “defect” claims in that affected area will be handled based on available evidence and scope; where responsibility cannot be reasonably verified, it will be treated as under owner/owner-contractor scope.

7) Handover & “Defects” Boundary

Before handover, owners may still invite third-party contractors into the unit. Please note:

  • Damage caused by third-party works is not considered By Design defects
  • If new marks/dents/scratches appear after a third-party visit, rectification (if requested from By Design) will be a chargeable VO

This keeps defect checking fair and prevents “last-minute” defects being pushed to the renovation team.

8) Recommended Timing (Best Practice)

To minimise overlap risk, owner-appointed contractors should be planned either:

  • before renovation starts, or
  • after handover, where suitable

Aircon (Special Note: Usually 2 Trips)

Aircon works commonly involve:

  1. First trip: trunking / piping / drainage route
  2. Second trip: install units + final commissioning (usually near the end)

Because the second trip is close to completion, strict protection and documentation is important. Any rework caused by aircon routing changes, patching, repainting, touch-ups, or condensate issues is under owner/owner-contractor scope unless explicitly included in our quotation.

9) Reporting Timing (So Issues Don’t Drag On)

If the owner notices an issue believed to be linked to third-party works, please report in the group chat:

  • within 24 hours of the contractor’s visit (where practical), and
  • with clear photos and location

Late reporting may limit verification and may be treated as a general rectification request (chargeable if outside our scope).

10) Optional: Third-Party Coordination Support

If the owner wants By Design to do more than basic schedule coordination (e.g., chase contractor, align schedule, oversee interfaces, check workmanship), this can be provided as a paid add-on service, subject to availability.

 

 

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