How to Hire Reliable Contractors in Portugal (And What to Do When They Let You Down)
Hiring contractors in Portugal doesn't always go to plan - even when you do everything right. A real account of a bespoke wardrobe project gone wrong, and what every expat should know before hiring anyone.
HOME MANAGEMENTEXPAT LIFECASCAISPERSONAL ASSISTANTPORTUGAL SETUPRENOVATION PORTUGAL
9/9/20263 min read
Hiring contractors in Portugal is one of those things that sounds straightforward until you're in the middle of it.
I've managed renovation and home projects for expat clients across the Cascais-Lisbon area, and I'll be honest: even with experience, even with constant follow-up, even with everything in writing - things don't always go to plan. This is the story of one of those projects, and what I learned from it.
The Project
A client of mine - a couple who knew exactly what they wanted - commissioned a fully bespoke fitted wardrobe. This wasn't a standard job. They had a very specific, very considered vision: custom finishes, precise details, a jewellery drawer with bespoke velvet-lined inserts made to measure. The kind of wardrobe that, when done right, looks like it was built with the house.
They found the company and asked for my opinion. I looked into them - their portfolio, their reputation, their proposal - and they seemed like a solid choice. We gave the go-ahead.
What Went Wrong (And Why)
The start of the project was delayed by about a week and a half due to severe storms that winter - warehouses were flooded, materials were damaged. A legitimate reason, but one that did little to reassure a client with a very specific timeline in mind.
What followed was harder to excuse.
The team worked intensively once they started and finished the main structure of the wardrobe in about two weeks. The result was genuinely beautiful. But some details that had been explicitly agreed from the beginning were not delivered. Most notably, the jewellery drawer - which was supposed to have custom velvet-lined inserts made to measure - arrived with cheap off-the-shelf organisers instead. Not what was agreed. Not what was paid for.
By this point, the company had received 90% of their fee.
What Happens When a Contractor Has Most of Your Money
This is the part nobody tells you before you hire someone.
Once a contractor has the majority of the payment, the dynamic changes. Follow-up calls get slower. Emails go unanswered. The urgency that existed before disappears. I chased this company for weeks - persistently, professionally, every channel available. I tried to find alternative suppliers who could make just that one piece. None of them would take on a single component from a job they hadn't done themselves.
Eventually, my client found their own solution and decided to move on. The company never delivered a fix. They never received the final 10%.
My clients were satisfied overall with the wardrobe itself, but frustrated with the process and with the details that fell short. For what they paid, they deserved better execution and better accountability.
What This Taught Me (And What You Should Do Differently)
I'm sharing this because it changed how I approach contractor projects, and it should inform how you approach them too.
Get everything in writing - including the details. Not just "bespoke wardrobe" but every finish, every material, every specific element. If it was discussed verbally, follow up with a written summary by email. If they don't confirm it in writing, assume it won't happen.
The payment structure is your main leverage. A 50/40/10 split sounds reasonable, but it means the contractor has 90% of their money before the job is truly finished. If possible, negotiate a larger final payment tied to complete satisfaction. 20–30% held until the end gives you real leverage.
Document everything throughout. Photos at every stage. Written records of every conversation. If something isn't right, flag it immediately in writing - don't wait until the end.
Have a resolution clause in the contract. What happens if an agreed detail isn't delivered? What's the timeline for fixing it? Who decides if it's acceptable? These questions sound excessive at the start of a project. They matter enormously at the end.
Manage your expectations about timelines. Portugal has excellent craftspeople and contractors. It also has a culture where timelines are sometimes approximate. Build buffer into your project, especially if you're coordinating around a move or a specific date.
What I Do for My Clients Now
This experience sharpened how I manage projects. I'm on site more often. I document more thoroughly. I ask for written confirmation of every agreed detail before work begins. And I'm more direct earlier when something looks like it's drifting from what was agreed.
I can't guarantee that every contractor will deliver perfectly - nobody can. What I can do is make sure my clients are protected, informed, and never left chasing someone alone.
If you're planning a renovation or home project in Portugal and want someone to manage it properly from start to finish, get in touch. This is exactly the kind of work I do.
Sofia Peten is a trilingual personal and business assistant based in Cascais, working with expats and businesses across the Cascais-Lisbon area and remotely worldwide.
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