Quick answer
Foundation repair documentation is the set of written and photo records that show what was wrong, what was agreed, what was built and what was promised. It includes estimates, contracts, change orders, engineering reports, permits, photos, payment proof, lien waivers and the warranty.
These records protect you in a dispute, help with a warranty claim, and answer questions from a future buyer.
Quick facts
The key facts about Foundation Repair Documentation, with sources:
- Contract should list
- Name, address, phone, license number, start and end dates, scope, price, payment schedule 12
- Keep a log of
- Calls, conversations and project activity, plus progress photos 1
- Before final payment
- Get written warranties and written proof subcontractors are paid 1
- Warranty law
- Federal warranty law covers goods, not services alone 4
Key takeaways
- Documentation is the paper trail from the first photo to the final warranty. It is built over time, not at the end.
- Get promises in writing. The FTC says to ask for a written agreement even if your state does not require one 2.
- Keep the contract, change orders and correspondence in one place, and log every call 1.
- Photograph conditions before work starts, and keep photos of progress 1.
- Before the final payment, hold written warranties and written proof that subcontractors and suppliers were paid 1.
- Records help a later owner understand what was done. They do not prove the work was right.
What foundation repair documentation is
Documentation is everything that can show what happened. It starts before any contractor visits, with your own photos and notes. It ends years later, when a claim or a sale needs proof.
General information, not a diagnosis of your house. This page lists the kinds of records to keep. It does not tell you what repair a home needs.
Records fall into five groups. First, the problem: photos, dated notes and monitoring logs. Second, the evaluation: engineering reports and inspection reports. Third, the agreement: estimates, scope, contract and change orders. Fourth, the work: permits, inspections, progress photos and payments. Fifth, the promise: warranty papers and lien waivers.
The Illinois Attorney General puts the idea simply. Keep all paperwork for the project in one place, including the contract, change orders and correspondence, and keep a log of calls, conversations and activities. These records “will prove important if problems arise,” during or after construction 1.
Scope of this page
Consumer rules differ by state. The Illinois, New York and federal sources cited here are examples. Check your own state attorney general or consumer protection office for local contract and payment rules.
How documentation works in practice
Think of each record as an answer to a later question. Who agreed to what? When did it start? What did it look like before? Who paid whom? What does the warranty cover? A missing record leaves the question open.
The FTC lists what a written estimate should include: a description of the work, materials, completion date and price. For the contract it adds the contractor’s name, address, phone number and license number, estimated start and completion dates, and any promises made in conversation 2.
The Illinois Attorney General adds a detailed list of materials, a description of how change orders will be handled, a schedule and method of payment, and written guarantees if the contractor warrants the work 1. Our foundation repair scope of work page explains how a scope is written.
Records also work between people. If the contractor, engineer, building department and insurer each see a different version of events, the file is the tie-breaker.
Types of records and why each one matters
| Record | What it shows | Why keep it |
|---|---|---|
| Dated photos and notes | The condition before any work, and any later change | Shows what the house looked like when the problem began. See crack width monitoring |
| Written estimates | Description of work, materials, completion date and price 2 | Lets you compare bids on the same work 1 |
| Signed contract | Names, license number, dates, scope, price, payment schedule 21 | Is the agreement everyone points back to |
| Change orders | Approved substitutions of materials or services 1 | Explains why the final job differs from the first quote |
| Engineering report or plans | An engineer’s evaluation and any design | Shows the basis for the repair. Verify the engineer’s license with the state board 8 |
| Permits and inspection sign-offs | Whether the work met local permit and inspection rules | Local rules decide this. Ask the building department 1 |
| Progress and finished photos | What was installed and where | Covered work cannot be seen later 1 |
| Payment proof and lien waivers | What was paid and that suppliers are paid 1 | Protects against a lien on the home 1 |
| Warranty papers | What is promised, for how long, and on what terms | Is the basis of any later claim. See our warranty guide |
Example: building a file across one project
The project file below is a made-up timeline to show how records stack up. No real dates, prices or companies appear.
| Moment | Record to add | Source of the habit |
|---|---|---|
| Day you notice the problem | Photos with a date, a short note, and where on the wall | Photograph before any repairs 7 |
| Week of bids | Three written estimates based on the same work | Illinois suggests at least three on the same scope 1 |
| Day of signing | The contract copy, with no blank spaces, plus license number | FTC: fill in blanks before signing 2 |
| Mid-project | Change order for any new material or step, signed by both sides | Change orders in writing 1 |
| Final payment day | Written warranty, lien waivers, proof subcontractors were paid | Illinois checklist before final payment 1 |
At the end the file holds the whole story in order. A buyer, lender or claims adjuster can follow it without guessing.
Where these records get used
Records matter in four places. The first is a contractor dispute. The Illinois Attorney General advises resolving problems with the contractor first, putting phone calls in writing and sending letters by certified mail, then keeping copies 1.
The FTC gives the same advice and names the state attorney general or local consumer protection office as places to get help 3.
The second is a warranty claim. A warranty is only as good as your proof of what was installed, when, and under which terms. Our warranty transferability page covers the transfer side.
The third is an insurance claim. NAIC advises photos and videos of damage and receipts for repairs 6.
The Texas Department of Insurance advises photographing damage before repairs, keeping receipts and not making permanent repairs until the adjuster inspects 7.
Whether a policy pays at all depends on its wording and cause of loss. See our insurance guide.
The fourth is a sale. A buyer and a lender will ask what was fixed, by whom, with what permit. A clean file shortens that conversation.
What good records give you
What good records do
- Settle who agreed to what, and when.
- Show a lender, insurer or buyer a clear history.
- Support a warranty claim with proof of what was installed.
- Help a later engineer understand what already exists under or around the house.
What they cannot do
- Cannot prove the work was done correctly.
- Cannot make an excluded loss covered by insurance.
- Cannot fix a weak contract after it is signed.
- Cannot replace an engineer’s evaluation of the cause.
Limits of paperwork
A photo shows a moment. It does not show why a crack formed. Our structural damage signs page explains why patterns are clues, not a diagnosis.
A contract shows a promise. It does not show whether the promise was kept. Covered work, such as buried piers or a wall behind new drywall, cannot be checked later without opening it up. That is why progress photos matter 1.
Federal warranty law has limits too. The FTC says the Magnuson-Moss Warranty Act applies to warranties on tangible property normally used for personal, family or household purposes, and that “the Act does not apply to warranties on services” alone.
If a warranty covers both replacement parts and workmanship for a repair, the Act applies 4. State law may add more. Do not assume a service warranty has the same rights as a product warranty.
Paper also fades and gets lost. Keep digital copies, back them up, and keep them with the house, not only with the person who signed.
Records versus proof of quality
A complete file shows what was agreed and paid. It does not show the repair was suited to your soil, loads or cause of movement. That question belongs to a licensed structural engineer.
What documentation can cost
Most of the file costs only time. Photos, notes and filing are free. Some items do carry a charge. Engineering reports have a fee set by the engineer. Permit applications have local fees. Copies of old permit or inspection records may carry a small fee from the building department.
We do not print prices. The drivers are the scope of the engineer’s work, the size and age of the house, local permit rules and how many visits are needed. See our cost guide for how repair quotes are built.
Good records can also save money later. A documented repair can shorten a buyer’s questions and a warranty dispute.
How to build a repair file, step by step
A general order of work. Adjust it to your state’s rules.
- Start a folder now. One physical folder and one digital folder. Name files by date.
- Photograph and date the problem. Take wide and close shots. Add a short note on where each photo was taken.
- Keep the evaluation in full. Save the whole engineer or inspector report, not a summary.
- Collect written estimates. Ask each company to base its bid on the same work 1.
- Read the contract before signing. Never sign with blank spaces, and get a copy of everything you sign 12.
- Ask about permits. Contact the local building department about permit and inspection rules 1. The FTC lists a contractor who asks you to pull the permits yourself as a warning sign 3.
- Log the work. Record calls and conversations, and photograph progress 1.
- Close out carefully. Before final payment, confirm the work matches the contract, get written warranties, and get written proof that subcontractors and suppliers are paid 1.
Keeping the file alive after the repair
A repair file is not finished when the crew leaves.
- Store the warranty with the contract and note the terms and any steps the warranty asks of you.
- Photograph the repaired area once or twice a year and date it. Our foundation movement monitoring page explains simple tracking.
- Record new cracks, gaps or sticking doors with a date.
- Keep gutters and grading in order so water does not undo the repair. See drainage and grading.
- Pass the whole file to the next owner at sale. Keep a copy for yourself.
- Update insurance papers if the house changed, and review the home inventory yearly 6.
Risks of weak records
The first risk is a verbal promise that was never written. The FTC says to include in the contract any promises made in conversation about the scope of work and the cost of labor and materials 2.
If the company will not write a promise down, the Illinois Attorney General says to look for one that will 1.
The second risk is a lien. Illinois explains that a subcontractor or supplier can ask a court to put a lien on your property if the general contractor does not pay, even when you paid the contractor in full 1.
Lien waivers and written proof of payment reduce that risk. Lien rules differ by state.
The third risk is losing the chance to prove what was seen. Photograph damage before repairs, and keep damaged items until an adjuster has looked, if you plan an insurance claim 7.
If new movement appears after a repair, do not assume the file explains it. Significant, widening or changing movement, bowing walls or sticking doors with new cracks call for a licensed structural engineer.
Rules that shape the paper trail
Contract rules come from states. New York requires home improvement contracts to be in writing, in plain English, with the contractor’s name, address and phone, start and completion dates, a specific description of the work and materials, and the price.
It also requires a notice of the right to cancel until midnight of the third business day after signing 5. Other states set other thresholds.
The FTC says to ask for a written agreement even if your state does not require one, and mentions a written statement of the right to cancel within three business days if you signed at home or elsewhere than the seller’s permanent place of business 2.
Permits are local. New York’s attorney general advises confirming permits and inspections with the local building and codes office 5. Licensing is state or local. Verify any license with the state or county. See our credentials and licensing page.
Engineers are licensed by state boards 8. If a report carries a stamp, look up the engineer on the state roster. Texas, for example, publishes a searchable roster where an active license is marked active 9.
Rules differ by state
The examples above come from New York, Illinois, Texas and the FTC. They are not a rule for your state. Check your state attorney general or consumer protection office.
Estimate, scope, contract and change order compared
| Document | Role | Watch for |
|---|---|---|
| Estimate | A priced proposal. FTC: description, materials, completion date and price 2 | Not binding by itself. Compare bids on the same work 1 |
| Scope of work | The written list of what will be done | Vague wording. Ask what is included and excluded |
| Contract | The signed agreement with price, dates and payment schedule 1 | Blank spaces, missing license number, unwritten promises |
| Change order | A written, signed change to the contract 1 | Verbal changes with no paper |
| Warranty | The written promise on the work | Exclusions, steps you must take, and transfer terms |
Myths about repair records
- Myth An estimate is a contract.
- Reality An estimate describes work and price. The signed contract is the agreement 21.
- Myth If it was spoken, it counts.
- Reality Spoken promises are hard to prove. Put them in the contract 2.
- Myth A warranty always protects the next owner.
- Reality Transfer depends on the warranty’s terms. The FTC example shows coverage can end if the product is sold 4.
- Myth Photos prove the repair was right.
- Reality Photos show what was installed. They do not show it suited the cause of movement.
- Myth Insurance will pay if I keep every receipt.
- Reality Coverage depends on the policy, exclusions and cause. Records only support a claim.
Regional factors for your file
Permit rules, contract rules and lien rules are local or state-level. Illinois sets written-contract rules for work over a stated amount and requires a sworn statement of persons furnishing materials and labor on request 1.
New York sets escrow or bond rules for payments made before substantial completion 5.
Expansive-soil and frost regions add a second reason for records: movement can come and go with the seasons, so dated photos show the pattern.
Check your state attorney general for contract rules and your building department for permits.
What to gather first
Start with what is cheapest and most time-sensitive: dated photos of the problem. Then add records in the order the project reaches them. Use the inspection checklist to log what you see and the elevation log to track floor levels over time.
- Dated photos of the problem, wide and close
- Full engineer or inspector report
- Three written estimates on the same work
- Signed contract with license number and no blank spaces
- Signed change orders
- Permit and inspection papers, if required locally
- Progress and finished photos
- Proof of payment and lien waivers
- Written warranty with terms and steps required of you
- Call and conversation log
Questions about Foundation Repair Documentation
What documents should I keep for foundation repair?
Keep dated photos of the problem, the full engineer or inspector report, written estimates, the signed contract, change orders, permits and inspection papers, progress photos, proof of payment, lien waivers and the written warranty. The Illinois Attorney General says to keep all of it together and log calls 1.
Should I take photos before foundation repair starts?
Yes. Photograph and date the damage before any work. The Texas Department of Insurance advises taking pictures or video of damaged property before making repairs when you may file a claim 7. Photos also help an engineer see how things changed over time.
What should a foundation repair contract include?
The FTC lists the contractor’s name, address, phone and license number, estimated start and completion dates, and any promises about scope, labor and materials 2. Illinois adds a materials list, how change orders are handled, a payment schedule and written guarantees 1. Never sign with blank spaces.
Do I need permits for foundation repair?
It depends on the local building department. Illinois and New York both advise contacting the local building or codes office about permit and inspection rules 15. The FTC lists a contractor who asks you to get permits yourself as a warning sign 3. Ask the department before work starts.
What is a change order?
A change order is a written, signed change to the contract, such as a different material or added work. The Illinois Attorney General defines it as approving a substitution of materials or services and says to keep copies with the contract 1. Without one, a verbal change is hard to prove.
What is a lien waiver, and why does it matter?
A lien waiver is a signed statement that a supplier or subcontractor has been paid and has no right to file a lien against your property 1. Illinois advises getting waivers from every subcontractor before final payment. Lien rules differ by state, so check yours.
How long should I keep foundation repair records?
Keep them as long as you own the home, and give a copy to the next owner. Warranty claims, insurance questions and sale negotiations can come years later. Keep both paper and digital copies, and store them away from the house in case of fire or flood.
Does documentation help with an insurance claim?
It helps you show what happened. NAIC advises photos and videos of damage and receipts for repairs 6. The Texas Department of Insurance adds a call log and says not to make permanent repairs until the adjuster has inspected 7. It cannot make an excluded loss covered, since coverage depends on the policy.
Is a foundation repair warranty covered by federal warranty law?
Only in part. The FTC says the Magnuson-Moss Act covers tangible consumer products and does not apply to warranties on services alone, but it does apply if a warranty covers both replacement parts and repair workmanship 4. State law may also apply. Read the written warranty terms.
Sources
- Illinois Attorney General, Home Repair and Construction: What You Should Know (rev. 09/23), retrieved .
- Federal Trade Commission, Consumer Advice: Hiring a Contractor, retrieved .
- Federal Trade Commission, Consumer Advice: How To Avoid a Home Improvement Scam, retrieved .
- Federal Trade Commission, Businessperson’s Guide to Federal Warranty Law, retrieved .
- New York State Attorney General, Home Improvement Fact Sheet, retrieved .
- NAIC, What You Need to Know When Filing a Homeowners Claim, retrieved .
- Texas Department of Insurance, Tips for filing a claim with your insurance company, retrieved .
- NCEES, Licensure (engineering licensing boards), retrieved .
- Texas Board of Professional Engineers and Land Surveyors, PE Roster Search, retrieved .
Expert review
Written by the HyreFoundation Research team. Not yet reviewed by an outside expert. We say so rather than imply a review that has not happened; see our editorial policy.
How the numbers were checked: Facts were checked against the FTC, Illinois and New York attorney general, NAIC, Texas Department of Insurance, NCEES and Texas PELS pages listed above, retrieved 2026-10-14. State contract and permit rules differ. No structural engineer or attorney has reviewed this page.
Suggest a correction. We fix errors and say what changed.