Choose a contractor you can check, who answers clearly and proves it on a small job first. Check their registration on the public register, their insurance and the certificates they issue. Ask how they respond, report and price, whether they subcontract, and what tie-in they expect. A multi-trade contractor suits small premises with mixed jobs; specialists suit fire alarms, gas, extraction and large plant. Start with one small, paid job before signing anything long-term.
One multi-trade contractor or several specialists?
For most small businesses, a multi-trade contractor for everyday work plus a few named specialists is the practical mix. Neither option covers everything on its own.
A typical shop, office or café produces a steady stream of small, mixed jobs: a light out, a dripping tap, a sticking door, a new socket. Booking a separate trade for each means more calls, more visits and more people to let in. One contractor who can handle electrics, plumbing and handyman work can often clear the list in a single visit. Some work, though, is legally or practically specialist and should stay that way.
- Multi-trade suits
- Small premises, mixed snag lists, limited time to manage contractors.
- Specialists suit
- Fire alarms, gas, kitchen extraction, lifts, large heating or cooling plant.
- Watch for
- A multi-trade firm claiming to do everything, including gas, without registration.
- Good sign
- A contractor who tells you which jobs need someone else.
How do I check a contractor's registration?
Look them up yourself on the public register, rather than relying on a logo on a van or website. It takes a couple of minutes.
For electrical work, check the Electrical Competent Person register, or the scheme the electrician says they belong to, such as NICEIC or NAPIT. Registration lets them self-certify notifiable work under Part P of the Building Regulations. For gas, check the Gas Safe Register and look at the back of the engineer's ID card to see which types of work they are qualified for; commercial catering gas needs specific qualifications. For air conditioning, refrigerant work needs an F-Gas certified company.
Match the name and address on the register with the name on the quote. A registration held by a different company is a warning sign.
What questions should I ask before hiring a maintenance contractor?
Ask the same questions of everyone and write the answers down. Vague answers are an answer in themselves.
- Insurance
- Public liability, and employers' liability if they have staff. Ask to see the certificate.
- Certificates
- Will notifiable electrical work come with a certificate and building control notification?
- Response
- How quickly do they reply, and what happens if they are fully booked?
- Reporting
- Photos, test results and a written list of defects after each visit?
- Pricing
- Fixed price per visit, hourly rate or a monthly retainer?
- Tie-in
- Minimum term, notice period and any cancellation charges.
- Subcontracting
- Who will actually turn up, and are they checked and insured?
- Unexpected work
- Do they stop and ask before doing anything not on the quote?
Fixed price, hourly or retainer: which pricing model is fairest?
It depends on how much certainty you need. Each model moves the risk to a different place.
An hourly rate puts the risk of overruns on you: the bill is only known when the job ends. A monthly retainer gives a predictable cost but you pay in quiet months, and it can be hard to see what you get for it. A fixed price per visit or per job, agreed before work starts, puts the risk on the contractor and lets you approve each spend. Whichever you choose, ask what happens when extra work turns up. The fair answer is that it is shown to you and priced separately before anything is done.
Our maintenance cost guide covers how visits are priced in more detail. NT Electric works job by job: one fixed price per job or visit, with no hourly rate and no contract.
What are the red flags when choosing a contractor?
Most bad experiences were signalled early. If you see two or more of these, keep looking.
- Not on the register
- Or a registration under a different name.
- No written quote
- Just a verbal figure or "we'll see when we get there".
- Pressure to sign
- Long contracts, auto-renewals or discounts that expire today.
- Large upfront payment
- For labour, before any work is done.
- No paperwork
- Reluctant to issue certificates, test records or invoices.
- Says yes to everything
- Including gas or fire alarm work they aren't registered for.
- Hard to reach
- Slow or no replies before you've even hired them.
How do I trial a contractor with a small job?
Give them one real, paid, low-risk job and judge the whole experience, not just the result. It tells you more than any sales call.
Pick something useful but contained: a handful of failed lights, a dripping tap, a door that won't close, or a monthly emergency lighting test. Then watch the process from start to finish.
- Quote
- Was it clear, in writing, with what's included and excluded?
- Arrival
- Did they turn up when agreed, or let you know if not?
- On site
- Were they tidy, careful with staff and customers, and safe?
- Surprises
- If something unexpected came up, did they stop and ask?
- Paperwork
- Did you get photos, a report and an invoice that matched the quote?
How do I compare quotes fairly?
Make every contractor quote for exactly the same thing, then compare what is excluded, not just the total. The lowest figure is often the least complete.
Write one scope: the premises, the tasks, how often, the working hours you need and the records you expect. Send it to two or three contractors. When the quotes come back, line them up against your scope and mark anything missing, such as materials, access equipment, certificates, travel or out-of-hours working. A quote that leaves these out will cost more once the extras arrive.
Also compare how each one answered your questions. A slightly higher price from a contractor who reports clearly and asks before extra work is often cheaper over a year.
Which option should I choose?
Use your own premises and workload to decide. A simple rule of thumb:
- If your jobs are small and mixed
- Choose a multi-trade contractor for everyday work.
- If you have gas, fire alarms or extraction
- Keep a named specialist for each, alongside your main contractor.
- If budgets need approving
- Choose fixed prices per visit over hourly rates.
- If work is unpredictable
- Avoid long tie-ins; pay per visit until you know your needs.
- If you have several sites
- Ask about consistent reporting across all of them.
Questions
Should a maintenance contractor carry public liability insurance?
Yes. Ask to see the certificate and check the dates and the named company. If they have employees, they should also hold employers' liability insurance. Some landlords and managing agents set a minimum cover level, so check your lease.
Is it a problem if a contractor subcontracts work?
Not on its own. Specialist work is often subcontracted. What matters is that you know in advance, that the subcontractor is competent, registered and insured, and that one party is clearly responsible for the work and the paperwork.
How long should a maintenance contract tie me in for?
There is no standard. Many small businesses prefer paying per visit with no minimum term. If you do sign a contract, look for a short notice period, clear cancellation terms and no automatic renewal without reminder.
Can a handyman do electrical work in my business?
Small like-for-like jobs may be fine if the person is competent, but new circuits, distribution board work and special locations need a qualified electrician, and notifiable work needs certifying. Ask what qualifications and registration they hold.
What should a maintenance report include?
The date, tasks done, test results, photos of defects and repairs, and a list of anything still outstanding with a price to fix it. It should be easy to file as evidence for your insurer or inspector.
Should I always pick the cheapest quote?
Only if it covers the same scope as the others. Check exclusions, certificates, materials and how extra work is handled. A low quote that leaves out key items often ends up costing more.