How to Navigate the Surety Bond Claims Process in Construction

As a contractor, you’ve probably heard about the surety bond claims process, but how familiar are you with the details? You can avoid making mistakes that cost a lot of money by learning about the contractor security bond and what happens if a claim is made. This article will explain the steps needed to make a building bond claim, what causes a claim, and how to quickly get through the process. We'll also tell you what you can do to stop claims from being made in the first place.

What Is a Surety Bond in Construction?

A surety bond is a financial agreement that involves three parties:

• The principal (you, the contractor)

• The obligee (the project owner or the entity requiring the bond)

• The surety (the company that provides the bond)

The bond guarantees that the contractor will fulfill their contractual obligations. If the contractor fails to meet these obligations, the obligee can file a bond claim to recover losses. The surety bond claims process is meant to settle these disagreements, but it can be hard for the worker and cost a lot of money.

Read more: Navigating Construction Surety Bonds: Types, Costs & Coverage Detail

Why Are Surety Bond Claims Filed?

Contractors may wonder, “Why would a bond claim be filed against me?” There are a few common reasons, including:

1. Non-performance: The project is not completed according to the terms of the contract.

2. Failure to pay: Subcontractors or suppliers have not been paid.

3. Violation of contract terms: The contractor did not have enough specific conditions outlined in the agreement.

If you’re involved in a contractor bond claim, it’s important to understand that claims can be made even if you didn’t intentionally violate the contract. Miscommunication, delays, or financial issues can all lead to a claim being filed.

The Surety Bond Claims Process: Step-by-Step

Navigating the surety bond claims process can feel overwhelming, especially if it’s your first time dealing with a claim. Let’s break down the key steps in the process:

1. Filing the Claim

When an obligee believes that the contractor has breached the contract, they can file a claim against the bond. This step triggers the surety bond investigation, where the surety company will evaluate the claim's validity.

2. Investigation

The surety will begin by investigating the claim. During this phase, they will review project documentation, speak with both parties, and assess whether the contractor is responsible for the breach. It’s critical for contractors to cooperate fully during this stage, as failing to provide necessary information can weaken your defense.

3. Resolution

Once the investigation is complete, the surety may resolve the claim in one of several ways:

• Pay the Claim: If the surety finds that the claim is valid, they may pay the obligee for the damages.

• Complete the Project: The surety may step in and hire another contractor to finish the project.

• Negotiate a Settlement: In some cases, the surety may negotiate a settlement between the contractor and the obligee.

It’s important to remember that even if the surety pays the obligee, the contractor is typically required to reimburse the surety for any funds paid out.

Read more: The Ultimate Checklist for Securing Your Surety Bond Application

How Can Contractors Avoid Surety Bond Claims?

Preventing claims is always better than trying to resolve them after they’re filed. Here are some practical tips to help you avoid bond claims:

• Stay On Schedule: Most claims stem from delays in project completion. Make sure you have a solid project management system in place to avoid falling behind.

• Communicate Clearly: Misunderstandings between contractors and project owners can lead to claims. Keep open lines of communication with the obligee to prevent disputes.

• Pay Subcontractors and Suppliers on Time: A common reason for claims is non-payment to subs and suppliers. Ensure your financials are in order and that you pay everyone on time.

• Maintain Detailed Records: If a claim is filed, having thorough documentation of all project-related activities, payments, and communications can be your best defense during a surety bond investigation.

What Happens if a Claim is Filed?

Contractors often ask, “What should I do if a claim is filed against my surety bond?” Here’s a checklist to follow if you find yourself in this situation:

1. Cooperate with the Surety: Provide all requested documents and information promptly. The more transparent you are, the better your chances of resolving the claim favorably.

2. Seek Legal Counsel: If you feel the claim is unwarranted, it may be wise to consult a lawyer experienced in bond claim defense.

3. Work Toward a Resolution: Whether through negotiation or fulfilling your obligations, working with the surety to resolve the claim quickly can minimize financial damage.

Why Proper Financial Management is Essential

Good financial practices can help reduce your risk of construction bond claims. Managing your company’s cash flow, paying your subs and suppliers on time, and keeping accurate records can go a long way toward protecting your business.

Having a reliable bookkeeping system in place allows you to monitor your financial obligations and avoid the pitfalls that can lead to claims. Tools like QuickBooks and JobTread can help streamline your accounting process and keep your project financials organized.

Final Thoughts: 

While the surety bond claims process can seem complex, understanding the steps involved and maintaining good financial practices can help you avoid or resolve claims efficiently. By focusing on project management, clear communication, and timely payments, contractors can greatly reduce the risk of claims being filed.

If you’re a contractor looking for expert help with your bookkeeping and financial management, our team at Construction Cost Accounting (CCA) can assist. We specialize in helping contractors manage their finances, ensure compliance, and optimize bonding capacity. Don’t wait until a claim is filed—reach out today to see how we can help protect your business.