Why is your contractor not responding? What can you do?

We’ve all been there. You hire a contractor to renovate your kitchen, build that dream deck, or finally fix the leaky roof. Everything starts off great—they show up on time, communicate well, and the work seems to be progressing smoothly. But then, out of nowhere, the contractor goes silent. Phone calls go unanswered, texts are ignored, and emails vanish into the void. It’s frustrating, stressful, and downright confusing. So, why is the contractor not responding? And, what are the things you can do to keep yourself from panicking? Let’s find out. 

What could be the reasons behind the contractor not responding?

Before we look into the solutions, it’s worth understanding why contractors might stop communicating. While it’s easy to assume the worst, there are a few common reasons this happens:

• Overbooking: Many contractors juggle multiple projects at once. If they’ve taken on too much work, they might struggle to keep up with communication.
• Personal issues: Life happens. Illness, family emergencies, or other personal challenges can temporarily derail a contractor’s availability.
• Financial problems: If a contractor is facing cash flow issues, they might delay responding while figuring things out.
• Poor communication skills: Some contractors are great at their craft but terrible at keeping clients in the loop.
• Avoidance: Unfortunately, some contractors go silent because they’re avoiding bad news, like delays, mistakes, or budget overruns.

While these reasons might explain the silence, they don’t excuse it. As a client, you deserve transparency and respect.

Read more: Questions all homeowners should ask their contractors

What can you do when your contractor ghosts you?

Don’t jump to conclusions (just yet)

When your contractor stops responding, it’s natural to assume the worst. But before you spiral into imagining a half-finished project and a drained bank account, take a deep breath. Give them the benefit of the doubt—at least for a little while. 

They might have a valid reason for the delay in communication. Start by sending a polite follow-up message. Keep it friendly but firm. For example:
“Hi [Contractor’s Name], I hope everything’s okay on your end. I just wanted to check in on the project timeline. Let me know when you have a moment to chat!”

Sometimes, a gentle nudge is all it takes to get things back on track.

Read more: Checklist to hire a reliable contractor

Set a deadline for a response

If your follow-up goes unanswered, it’s time to set a clear deadline. Let them know you need a response by a specific date or you’ll have to explore other options. For example:
“Hi [Contractor’s Name], I haven’t heard back from you, and I’m starting to get concerned about the project. Please get back to me by [date] so we can discuss the next steps. If I don’t hear from you by then, I’ll need to consider other arrangements.”

This approach shows you’re serious without being confrontational. It also gives the contractor a chance to course-correct.

Document everything

If the contractor still isn’t responding, it’s time to start documenting everything. This includes:

• Copies of your contract (you did get one, right?)
• Records of all communication (emails, texts, call logs)
• Photos of the work completed so far
• Receipts for any payments made

Having a paper trail is crucial if things escalate. According to the Federal Trade Commission (FTC), keeping detailed records can protect you in case of disputes or legal action.

Reach out to their references or network

If you’re still in the dark, try reaching out to people who might know the contractor’s situation. This could include:

• References: If you contacted references before hiring, try reaching out to them again. They might have insights or advice.
• Subcontractors or material suppliers: If you have contact information for anyone working on your project, they might know what’s going on.
• Online reviews: Check platforms like Google, Yelp, or the Better Business Bureau (BBB) to see if others are experiencing similar issues.

This step can help you gauge whether the contractor is facing a temporary setback or if there’s a larger pattern of unprofessional behavior.

Consider your options

If all else fails, it’s time to explore your options. Here’s what you can do:

• Hire a new contractor: While this might mean additional costs, it’s often the best way to get your project back on track. Make sure to vet the new contractor thoroughly to avoid a repeat situation.
• File a complaint: If the contractor is licensed, you can file a complaint with your state’s licensing board. You can also report a bad contractor to the BBB or leave an honest review online to warn others.
• Seek legal advice: If you’ve lost money or the project is severely delayed, consult a real estate attorney. They can help you understand your rights and whether you have grounds for a lawsuit.

How to prevent future communication breakdowns?

While you can’t control how a contractor behaves, you can take steps to minimize the risk of this happening again. Here are some tips:

• Get everything in writing: A detailed contract should outline the scope of work, timeline, payment schedule, and communication expectations.
• Set project milestones: Break the home improvement project into phases with clear deadlines and check-ins. This keeps everyone accountable.
• Ask about communication preferences: Some contractors prefer texts, while others rely on email. Knowing their preferred method can streamline communication.
• Check reviews and references: Look for licensed, experienced contractors with a track record of reliability and responsiveness.

Final thoughts

Dealing with an unresponsive contractor is undeniably stressful, but it’s not the end of the world. By staying calm, documenting everything, and taking proactive steps, you can navigate the situation and get your project back on track. Be prepared to take legal action if needed.

Fortunately, there are resources and professionals who can help. Whether it’s a lawyer, a new contractor, or even a supportive online community, you’ve got options. So take a deep breath, roll up your sleeves, and tackle the problem one step at a time. 

You’ve got this!

Written by Ramona Sinha. June 22, 2022

Ramona is a senior content writer for Kukun. This experienced blogger uses simple and succinct words to decipher the complex phenomenon called life. She has written articles covering a broad range of topics, such as real estate, lending and mortgage, finance, business, taxation, home designs, home improvement projects, decor concepts, and more. An avid traveler, she’s a digital nomad at heart and an animal lover from the depth of her soul.