Contractor Contact List: How to Build One and Never Lose a Good Contractor Again

I lost a great electrician because I never wrote his number down. Two years later I needed him and spent an hour looking. Now I keep a list. Here's how to build one.

The problem with contractor contacts

A few years ago I found a great electrician. Showed up on time, explained everything he was doing, charged a fair rate. I paid him and went on with my life.

Two years later I needed the same kind of work done. I asked my spouse: "Do you remember that electrician's name?" No. I searched my texts for about 20 minutes. I checked old emails. I asked a neighbor. I ended up on a neighborhood app, picked someone new, paid more, and waited three weeks.

I'd lost access to someone I'd already vetted and trusted — and it was completely my fault for not writing anything down.

That's the thing about contractor contacts: you don't realize you need the system until you're standing there needing the contractor. Two minutes of logging when you hire someone saves hours of searching later.

What to include in your contractor contact list

Don't just save a name and number. You want to remember them specifically:

• Name: Full name and company name
• Phone: Their primary number
• Email: If they have one
• Trade: What they do (plumber, electrician, painter, etc.)
• Date last used: When you hired them
• Job description: What did they do for you?
• Cost/pricing: What they charged (helpful for estimating future work)
• Your notes: "Great communication, finished early," or "slow but meticulous," or "overpriced but reliable"
• Would hire again?: Yes/No (sometimes you find someone who does okay work but you don't want to use again)

Contractor contact list template

How to build and maintain your contractor list

1. After each contractor visit: Immediately add them to your list. Phone number, service they provided, date, your notes. Do it that day or you'll forget. Add the service date to your home maintenance log at the same time.
2. Photograph their business card: If they have one, take a photo and store it with their contact info
3. Store it digitally: Don't keep it in a physical notebook or file folder. It will get lost. Use an app, a spreadsheet, or a note system you check regularly
4. Share it with your household: If you live with someone else, they should have access. When you're traveling and the furnace breaks, they need the HVAC person's number
5. Update ratings and notes: After they finish, note your experience. A year later when you're deciding whether to hire them again, you'll remember exactly why you used them

kept stores contractor names, numbers, and service history by item

free on any phone, no account needed

try kept

Here's what a contractor entry looks like in kept — name, contact, what they charged, when they came, and your notes, all in one place. Searchable from your phone. Shareable with anyone in your household.

Types of contractors to track

You probably won't use all of these, but here's a comprehensive list of contractors to consider tracking:

• Plumber: Leaks, drains, fixtures, inspections
• Electrician: Outlets, wiring, panels, inspections
• HVAC: Heating, cooling, maintenance, repairs — ask them to note your furnace filter size while they're there
• Roofer: Inspections, repairs, replacements
• Painter: Interior, exterior, trim work
• General contractor: Renovations, repairs, coordination
• Septic / Sewer: Pumping, repairs, inspections
• Appliance repair: Washer, dryer, refrigerator, dishwasher
• Carpet / flooring: Installation, repairs, cleaning
• Landscaping / lawn care: Mowing, pruning, maintenance
• Home inspector: Inspections (for resale or issues)
• Pest control: Termite, mosquito, general pests

Red flags: contractors not to rehire

Your notes should also flag contractors you don't want to use again:

• No-shows or chronic lateness without notice
• Poor communication (doesn't respond to calls/texts)
• Quality issues or sloppy work
• Aggressive upselling or hidden fees
• Unprofessional behavior
• Left your property messy or damaged

If you had a bad experience, note it. This saves you from hiring the same mediocre contractor again because you forgot why you stopped using them. Your contractor list is just one part of a complete home maintenance record system — appliance specs, service history, and contacts all belong together.

FAQ

Should I store passwords or payment info with contractor info?

No. Never store passwords or sensitive payment information in your contractor list. Just name, phone, email, trade, and notes about your experience.

What if a contractor goes out of business?

Keep their information in your list anyway. You might remember someone recommended by them. Plus you'll know not to hire them again and to mark "out of business" in your notes.

How often should I update my contractor list?

Add new contractors immediately after using them. Update notes and phone numbers as needed. Every 6 months, review the list and mark anyone you definitely wouldn't hire again.

Can I share my contractor list with neighbors?

Yes. Sharing good contractors is how neighborhoods improve. Just make sure the contractor is okay with being referred — most are happy about it.