Contractor Vetting Checklist

Section 1

Portfolio Review Criteria

Go through their portfolio with a critical eye. You are not just looking for pretty work. You are looking for work that solved real problems for real clients.

Portfolio includes at least 3 relevant projects in your industry or a similar one If they only show student work or personal projects, that is a flag.

Work samples show range across different briefs, not just one repeated style You want someone who can adapt, not a one-trick pony.

Case studies include context: the brief, their role, and the outcome Pretty pictures without business context tells you nothing about their thinking.

Quality is consistent across all samples, not just the top 2 Scroll past the hero pieces. The middle of the portfolio tells the real story.

Work is recent (within the last 18 months) Skills and trends shift fast. Outdated work may mean outdated skills.

They can explain their creative decisions when asked Send a quick message asking why they made a specific choice on one project.

Section 2

Communication Test Items

Before you hire anyone, test how they communicate. Send a message and see what happens. This tells you more than any portfolio ever will.

Responded to initial outreach within 24 hours Slow replies before you are paying them means slower replies after.

Response was clear, professional, and answered your actual question Vague or off-topic replies mean you will spend your time managing confusion.

Asked clarifying questions instead of just saying yes to everything Good contractors push back. Yes-people cause scope problems later.

Comfortable with your preferred communication tools (Slack, email, etc.) Tool friction adds up fast on long projects.

Provided a clear timeline or availability without you chasing them If you have to chase before the project starts, it only gets worse.

Section 3

Reference Check Items

Ask for 2 references and actually call them. Most people skip this. Do not be most people.

Provided at least 2 references from recent clients (not friends or family) If they cannot provide references, that is a hard stop.

References confirm they delivered on time Ask directly: Did they meet their deadlines?

References confirm the quality matched what was promised Ask: Was the final work as good as the samples they showed you?

References say they would hire this person again This is the only question that really matters.

No major red flags mentioned (ghosting, missed deadlines, attitude issues) Listen for what references do not say as much as what they do say.

Section 4

Technical Skill Assessment

Confirm they can actually do the work. A good portfolio proves taste. A skill check proves ability.

Proficient in the specific tools your team uses (Figma, Adobe, etc.) Do not assume. Ask them which version and how often they use it.

Can show process work, not just final deliverables Wireframes, drafts, and iterations show how they think.

Passed a short paid test task (see Tool 96 for the brief template) Always pay for test work. It filters out time-wasters and respects their craft.

Understands your file formats, naming conventions, and handoff process Small technical friction compounds into big project delays.

Comfortable with feedback and revision cycles Ask how they handle rounds of changes. You want someone who sees revisions as normal.

Section 5

Cultural Fit Checks

Skills get the work done. Fit keeps the relationship going. Check both before you sign anything.

Their working style matches your team's pace and energy A slow, methodical worker on a fast-turnaround team creates friction for everyone.

They share your standards for quality and attention to detail If you care about pixel-perfect and they ship rough drafts, that gap never closes.

They are comfortable with your feedback style (direct, written, async, etc.) Ask how they prefer to receive feedback and share how you give it.

They align with your values around client work and professionalism Do they treat clients the way you want your brand represented?

They are excited about the type of work, not just the paycheck Contractors who care about the work outperform mercenaries every time.

Section 6

Red Flags to Watch For

These are the warning signs that experienced operators learn the hard way. Save yourself the tuition.

They have no contract or terms of their own Professionals have their own paperwork. Amateurs wing it.

They cannot provide any references at all No references means either no experience or burned bridges.

Their rates are significantly below market with no clear reason Cheap work is expensive work when you factor in revisions and missed deadlines.

They overpromise on timeline or scope without asking questions If it sounds too good to be true, your project will prove that it is.

They badmouth previous clients You will be the next client they talk about that way.

Inconsistent availability or slow replies during the vetting stage Vetting is when they are trying to impress you. It only goes downhill from here.

Contractor Vetting Checklist

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