Hiring a contractor for commercial, industrial, or high-end residential flooring involves more than just agreeing on a price. Protecting your property, budget, and timeline requires thorough documentation before any equipment arrives on site.
To ensure full accountability, safety compliance, and long-term performance, request these 10 essential documents from your flooring contractor before signing a contract or handing over a deposit.
1. Certificate of Commercial General Liability Insurance
Never allow a contractor on your property without verifying active liability coverage. Commercial General Liability (CGL) protects you against financial loss if the contractor accidentally damages property during grinding, demolition, or chemical application.
What to look for: Direct proof of insurance naming a coverage limit appropriate for your site (typically $2 million to $5 million minimum for commercial sites).
2. Active WSIB Clearance Certificate (or Provincial Clearance)
In Ontario, an active Workplace Safety and Insurance Board (WSIB) Clearance Certificate proves that the contractor is registered and up to date on their injury compensation premiums.
Why it matters: If an uninsured worker is injured on your site, liability for medical costs and lost wages could fall back on the property owner or general contractor.
3. Technical Data Sheets (TDS) for All Materials
A Technical Data Sheet outlines the physical properties, chemical resistance, thickness requirements, and curing times of the specific products being installed.
Requesting TDS documentation ensures the contractor is using specified commercial-grade resins—such as high-performance Epoxy Coatings & Fluid Flooring or specialized Trowel-Applied Polyurethane Mortar Flooring—rather than cheap, low-solids alternatives.
4. Safety Data Sheets (SDS)
Safety Data Sheets detail the chemical composition, volatile organic compound (VOC) levels, handling instructions, and emergency protocols for all primers, sealers, and solvents used during the project.
Why it matters: SDS documents are critical for facility managers to ensure indoor air quality control, verify low-VOC compliance, and satisfy workplace health and safety protocols during installation.
5. Substrate Moisture Testing Reports
Moisture vapor transmission is a primary cause of floor coating failure. Before applying any coating, overlay, or self-leveling compound, the contractor should conduct moisture testing (such as ASTM F2170 relative humidity testing).
Ask for a formal testing report detailing moisture vapor emission rates (MVER). This report will justify whether a dedicated moisture barrier is needed during the Surface Preparation stage.
6. Detailed Scope of Work and Itemized Estimate
A vague, one-line estimate is a major red flag. Request an itemized breakdown that explicitly details each phase of the installation process.
Your written scope should cover:
- Specific mechanical prep methods (shot blasting, diamond grinding, scarifying).
- Substrate remediation using precision Floor Leveling & Floor Flattening.
- Crack repair, joint filling, and edge termination detailing.
- Number of coats and millage/thickness specifications.
7. Written Workmanship and Manufacturer Warranties
Always separate material warranties from labor warranties. A manufacturer’s warranty only covers product defects, while a contractor’s workmanship warranty covers application errors, improper surface prep, and peeling.
What to look for: Clear terms defining what constitutes a warranty claim, the duration of coverage, and exclusions (e.g., structural movement or hydrostatic pressure).
8. Surface Preparation and Profile Specifications (CSP)
Concrete surface preparation isn’t a matter of opinion—it follows International Concrete Repair Institute (ICRI) Concrete Surface Profile (CSP) standards.
Request written confirmation of the target CSP rating (e.g., CSP 3–5 for heavy epoxies or polyurethane mortars). This document ensures the surface will be mechanically textured to guarantee a permanent bond.
9. Crystalline Silica Dust Control Plan
Concrete grinding and polishing generate respirable crystalline silica dust, which poses severe health hazards if uncontrolled.
Request a written dust containment plan confirming that the team utilizes OSHA/OHSA-compliant HEPA-filtered dust collection systems. This is especially vital for sensitive environments like healthcare facilities, food plants, and active commercial buildings.
10. Local References and Project Portfolio
A reputable specialist should readily provide a list of local commercial or industrial references alongside case studies featuring similar scope and scale.
Verifying past projects—whether for high-traffic Concrete Polishing, heavy-duty Garage Epoxy Coatings, or exterior Traffic Toppings—gives you proof of real-world craftsmanship.
Partner with Fully Documented, Accountable Flooring Experts
At AK Level & Polish, we operate with complete transparency, strict safety compliance, and comprehensive project documentation from day one. Serving Toronto, the GTA, and Southern Ontario, we deliver engineering-grade floor restoration and protective coating systems built to perform.
Ready to review your upcoming flooring project with a qualified specialist? Contact AK Level & Polish today for an itemized proposal and consultation.
Contact Information
AK Level & Polish Inc.
📍 895 Don Mills Rd. Suite 900, Toronto, ON M3C 1W3
📞 +1 (647) 768-8517
✉️ aklevelandpolish@gmail.com
