You finished the job. The house looks great. And now the homeowner wants to knock $400 off because they "didn't realize" the shutters weren't included.
Sound familiar? It happens all the time. And 9 times out of 10, it's because there was no real contract - just a handshake or a one-paragraph text message.
I get it. Writing up contracts feels like lawyer stuff. You're a painter, not a paralegal. But a good contract isn't about legalese. It's about putting what you already agreed on in writing so nobody can play dumb later.
Here's what your painting contract actually needs to say.
Start with the basics
Every contract needs these at the top:
- Your business name and contact info
- The customer's full name and property address
- The date
- A job number or estimate number (if you use one)
Seems obvious. But I've talked to guys who had a dispute and realized the "contract" they sent didn't even have the customer's name on it. That's a napkin, not a contract.
Spell out exactly what you're painting
This is where most problems start. You said "exterior paint job" and the customer heard "everything outside, including the mailbox and the garden shed."
Be specific. List every surface:
- Front, back, left, right walls
- Trim and fascia (yes or no)
- Shutters (yes or no)
- Doors - which ones
- Garage door
- Deck or porch railings
Then add a line that says something like: "Any surfaces not listed above are not included in this price. Additional work will be quoted separately."
That one sentence has probably saved more painters from arguments than anything else.
Put the price in writing (and what it covers)
Your contract should break down:
- Total job price
- What's included in that price (labor, paint, materials, primer)
- What's NOT included (moving furniture, pressure washing, repairs)
- How many coats
Don't just write "$3,200 for exterior painting." Write "$3,200 for two coats of Sherwin-Williams Duration on all exterior walls, trim, and fascia. Primer on bare wood included. Shutters and garage door not included."
The more detail here, the fewer headaches later.
If you're not sure what to charge, SnapBid can give you an AI-powered estimate in about 60 seconds. Snap a photo, get a price range. It's free for your first 3 estimates.
Paint colors and products
Write down the exact paint brand, product line, and color codes. All of them.
Why? Because "the blue we talked about" means something different to everyone. And if the customer changes their mind mid-job, you want proof of what was originally agreed on.
Also include who's choosing and buying the paint. If the customer is supplying paint, note that you're not responsible if it doesn't cover well or they bought the wrong amount.
Payment schedule
Never start a big job without money up front. Here's a payment schedule that works for most painting jobs:
- 25-50% deposit before you start
- 25% at the midpoint (after primer or first coat)
- Remaining balance on completion
Put the exact dollar amounts in the contract. Put the due dates or milestones. And put what happens if they don't pay - like a late fee of 1.5% per month or work stoppage after 7 days past due.
For smaller jobs under $1,000, a 50% deposit and 50% on completion is fine. If you've been struggling with late payments, we wrote a whole guide on how to stop chasing payments.
Timeline and schedule
Give a start date and an estimated completion date. But protect yourself with language about weather delays and other stuff you can't control.
Something like: "Estimated completion: 5 business days from start date. Timeline may be extended due to weather, customer-requested changes, or unforeseen conditions (rot, mold, etc.)."
Don't promise a hard deadline unless you're willing to eat overtime costs when it rains for three days straight. For more on dealing with weather, check out our rain day profitability guide.
Prep work - who does what
Prep is where scope creep kills your profit. Get this in writing:
- Are you pressure washing? (If so, is that extra?)
- Scraping and sanding - how much?
- Caulking - windows, trim, gaps?
- Minor wood repair - what counts as "minor"?
- Who moves outdoor furniture, plants, decorations?
I'd put a dollar limit on repairs. Something like: "Minor wood repair (under $200 in materials) included. Extensive repairs quoted separately with customer approval before proceeding."
This way you're not stuck replacing a rotted window frame for free.
Change orders
Customers will change their minds. That's fine. But changes cost money, and you need a process for that.
Include a change order clause: "Any changes to the scope of work described above must be agreed to in writing. Additional work will be quoted separately and added to the total contract price."
Keep it simple. When they want to add the shed, you write up a quick change order, they sign it, and you're covered. No "but I thought it was included" back-and-forth. For more on this, check out our guide to handling change orders.
Warranty
Offering a warranty makes you look professional and builds trust. But be smart about it.
A typical painting warranty covers:
- Peeling, blistering, or flaking due to workmanship - 2 to 3 years
- Does NOT cover damage from customer negligence, extreme weather, or settling/cracking
Write it out clearly. Something like: "Contractor warrants workmanship for 2 years from completion date. Warranty covers peeling or flaking caused by improper preparation or application. Warranty does not cover normal wear, impact damage, or issues caused by substrate conditions not visible at time of painting."
Don't promise anything you can't control. If the siding is rotting underneath and they refused the repair, that's not your problem.
Cancellation policy
What happens if they cancel after you've bought paint and blocked off your schedule?
A fair policy: "Customer may cancel within 3 business days of signing. After 3 days, the deposit is non-refundable. If work has begun, customer is responsible for payment of all completed work plus materials purchased."
This protects you from buying $600 in paint and having someone ghost you.
Insurance and liability
Include a line stating you carry general liability insurance and workers' comp (if applicable). Some customers will ask for a certificate of insurance - that's normal for bigger jobs or commercial work.
Also include a liability limit. Something like: "Contractor's total liability shall not exceed the contract price." This keeps you from getting sued for $50,000 over a $3,000 paint job.
If you're not sure what insurance you need, we wrote a full guide to contractor insurance.
The signature block
Both parties need to sign and date the contract. Both parties get a copy. If you're doing this digitally, an email confirmation works in most states, but a signed PDF is better.
Include lines for:
- Contractor signature and date
- Customer signature and date
- Printed names
A few more things worth adding
Parking and access. If you need the driveway clear or a gate code, put it in writing.
Hours of work. "Work will be performed Monday through Friday, 8 AM to 5 PM" prevents complaints about you showing up too early.
Cleanup. State that you'll remove all debris, drop cloths, and tape at the end of each day or at project completion.
Photos. Note that you may take before/after photos for your portfolio. Most customers don't care, but it's nice to mention it.
You don't need a lawyer
This doesn't need to be a 10-page legal document. A clear one or two pages covers it. The point isn't to scare customers. The point is to make sure everyone agrees on what's happening before the rollers come out.
Write it once. Save it as a template. Fill in the job-specific details each time. That's 10 minutes of work that can save you thousands.
Use SnapBid's paint calculator to nail your material estimates and the profit margin calculator to make sure your pricing actually makes money. Or just snap a photo and get an instant estimate - it's free to try.