Written Contracts and Communication

The importance of putting things into writing for builders and trades

Many people take the view that written contracts and communication is something you do when things are going wrong. A good relationship built on verbal communications is often critical to a successful business transaction, such as home building works. Effective and reliable communications, however, needs to be in writing. Putting important information in writing offers several advantages that can’t be overlooked.

Contracts and Agreements:

Legal contracts, business agreements, and employment terms are typically documented in writing. Verbal agreements can be disputed, leading to costly legal battles. A written contract protects all parties involved. And, if you are carrying out building works in a home with a price exceeding $10,000, you are legally required to put contracts and variation documents in writing anyway.

Thoughtful Responses:

Putting communication in writing gives you time to reflect and respond thoughtfully. You can edit, revise, and choose your words deliberately, fostering better understanding.  This is especially important with communications such as letters and emails though less so with text messages.

Avoid Misunderstandings:

Written communications should eliminate ambiguity. When ideas are expressed in writing, choose your words carefully, ensuring that your intended meaning is crystal clear. If a written communication is unclear the recipient has the opportunity to seek clarification. 

Permanent Record:

Unlike spoken words which can be forgotten or misremembered, sometimes with ill intent, written records serve as a permanent record. Whether it’s an email, a contract, or meeting minutes, having a document trail helps with accountability.

Professional Communication:

In the workplace, written communications are crucial for providing details of policies, instructions, and project details. It also helps maintain a professional business tone and ensures consistency. 

Aids Memory:

Written notes act as memory aids. Whether it’s jotting down meeting points, to-do lists, or creative ideas, it helps remember and organise information effectively. It is no accident that many experienced and successful businesspeople carry diaries or notebooks with them. 

Accessibility:

Written communication is easier to use for diverse audiences. People with hearing impairments or language barriers have a better opportunity to access information and get assistance with communications.

Trust:

Communicating in writing ensures trust and ensures everyone understands that a written record is available. If a person insists that a written communication is not needed that is sometimes a “red flag” and often a prompt for you to write down the communication.

While verbal communication is important, putting communications into writing cannot be overstated. HIA members can contact HIA on 1300 650 620 to get more information or guidance on these matters.