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Filling Out an AIA A305 Form

With this form, a contractor can prove qualifications in several fields, including construction, electrical, plumbing and HVAC. The form also lists any organizations the contractor is a member of or what categories the company works under and what licenses it has. If any claims or suits have been filed against the contract, they must be listed on the form.

What Is the AIA A305 Form Used for?

With the document, a contractor swears by information he or she has submitted for any job or project. Along with the basic qualifications of the contractor, there may be additional information included, such as details about legal matters, licensing and previous projects. In summary, the form is used to offer proof to the owner requesting bids for a construction project regarding the financial stability, references and background of any specific contractor. Combine the factors included in the AIA A305 form along with the time frame for construction and the owner has much of the information needed to hire a contractor for any job. This form must be notarized, and any attachments needed to elaborate on other aspects of the qualifications should be included. While you may get basic information from contractors when you receive a bid or meet in person, the AIA A305 form requires that they swear under oath that the information they’ve provided is true. The form can then be used if there are inaccuracies with what the contractor told the owner before the project was started.

Who Should Use the AIA A305 Form?

This form can be used by anyone looking to hire a contractor for a project of any size. The American Institute of Architects uses the AIA 305 for any contractor or subcontractor. This form is also known as the Contractor’s Qualification Statement and requires that a contractor swear under oath that any information provided about qualifications is true. When building owners are taking on a large project, the goal is to hand the construction off to a contractor who is experienced, honest and reliable. Most owners go through the process of obtaining several bids before making a decision about who will take on the project. Before the project is awarded or even before a bid is considered, the owner should request that all contractors fill out the AIA A305 form to substantiate their claims. Because any construction project is an expensive, large undertaking for a building owner, the form provides an additional safety net for the owner and places the responsibility of proof on the contractor.

When Should You Use the AIA A305 Form?

This form was created by a combination of owners, contractors, architects and subcontractors to create a more reliable reference system for the design-bid-build delivery models. These forms are reviewed by the American Institute of Architects every 10 years to take into consideration any industry trends and changes, and were updated most recently in 2017. This form should be used not only for the protection of the owner but also for the protection of the contractor and subcontractor. Because they must provide proof that all claims are true, it’s easy to stay up to date on the latest licensing requirements and other information. Contractors may make claims that aren’t true, and without this form, the owner has no way to verify that the individual or company is telling the truth, thus putting the entire project at risk. Many projects require a substantial amount of money and serious financial problems may arise is the contract falls through or contractors are not who they claim to be. Contractors oversee many small jobs when they take over construction projects. Everything from basic supplies to electrical systems fall under their jurisdiction and an owner should always have the added security that comes from the AIA A305 form.

What Are the Consequences if You Don’t Use the AIA A305 Form?

Owners who hire contractors and subcontractors to do projects without requiring an AIA A305 form run extensive risks when it comes to quality, timeliness and stability. If you are hiring a contractor and don’t request this form, you are basically trusting what the contractors say without any proof. While it may seem they are telling the truth up front, it’s always a good idea to verify important information before entering an expensive business deal with a contractor or subcontractor. As with any business deal, the lack of verification puts the person financing the project at risk. Any risks that can be mitigated increase the chances of a successful deal, and this form requires legal verification that the contractor is qualified and licensed to handle the job. If the contractor does the job wrong or use subpar materials, the owner’s insurance company may not pay out to recover the damages if no verification was provided before the project started.

Steps for Filling Out the AIA A305 Form

Filling out the form is simple. Follow these steps to ensure it is filled out correctly.

  • Cover Page: Include the name of the person the information is submitted to, their address, the person submitting the form and their name, address and principal office. You may also want to add the name of the project and the type of work when applicable.
  • Section 1: This section deals mostly with information about the contractor or organization, including years in business and date of incorporation.
  • Section 2: Give information about licensing and jurisdiction.
  • Section 3: List information about the experience, claims, suits, judgments or other proceedings against the organization, along with other projects the company has worked on.
  • Section 4: Provide references for trade, bank and surety.
  • Section 5: This section is for financial statement and guarantors.
  • Section 6: The final section is for signatures by the contractor and the notary.

Quick Questions

Verify references, background, financial stability and the estimated time-frame of construction before hiring any contractor, company or organization to take on a project, no matter how big or small.

If you are hiring subcontractors for specific fields such as plumbing, electrical or HVAC, you should ask for each to fill out a form verifying their background information.


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