Levelset users often ask us what information they should be entering into our platform to protect their projects. Our answer to them is the same answer for any company wishing to protect their lien rights, regardless of how they are sending and filing documents. Read on to see what information you should get at the start of every project.
As an industry best practice, collect the following information from the start ,so you aren’t stuck chasing contacts to file your documents at the last minute. Seeking out contact information once the project is well underway can result in missed deadlines and voided mechanics lien rights. Stay protected and get this info ASAP!
1. Project Address:
This seems self-evident, but you’d be surprised by how often we receive calls about editing project address information after a document has been sent. Get the correct address information. If you are working on a project with no specific address, get as much information as possible, such as cross-streets, parcel numbers, or the legal property description.
2. Project Type:
The type of project you are working on can drastically change the requirements for documents and deadlines, so be sure to know this information at the start. Project types include: Residential, Commercial, Industrial, State/County, and Federal. Learn more about the different types of construction projects and why they matter.
3. Hiring Party Information:
Know your customers! Get their full name, accurate address, and role on the project right when they sign a contract with you. If you can, try to get additional information from them on who hired them as well and gather as many contacts as possible. For example, if you are a material supplier hired by a sub-contractor, you may need the general contractor’s information when sending documents, depending on your state and role on the project. It’s always smart to try and get all of that information at the very beginning of the project.
Trying to find job information?
Get a free, customized job report from the Scout research team at Levelset. We track down the property owner, GC, legal property description, and other hard-to-find information you need to file a lien or other documents.
4. Your Role on the Project:
This may also be obvious, but we frequently have customers who aren’t quite sure how to qualify their role, which also affects the types of documents you can send and when you should send them. Still not sure what this means? Read some additional information on determining your role or tier on a construction project. Typically, project role is determined by who hired you.
5. Project Dates:
In order to determine when you need to submit documents, you have to know when you started and finished a job. Many states use ‘Date Labor/Materials First Delivered’ for preliminary notices, or notices sent at the start of the project, and use ‘Date Labor/Materials Last Delivered’ to determine any claim deadlines. Definitely check out our state-by-state resources, as some states ask for different dates, like Date of Substantial Completion, or can shorten the time period if a notice of completion is filed.
Collecting this information can sometimes be a challenge, so make sure to do it early on! Instituting a process for collecting project data at the outset can save you time, stress, and money in the long run.