Process

Castlehaven Construction: Turning Your Vision into Reality

At Castlehaven, every project follows the same structured path — from an initial conversation through a finalized design, fixed-price proposal, and into construction. This process exists for one reason: to protect your investment, your timeline, and your design vision from the very first step.
Here is exactly what to expect.

STEP 1

Initial Phone Interview

Before we meet in person, we schedule a brief introductory call. This gives us a chance to learn about your project goals, priorities, and investment range — and gives you a chance to ask questions and get a sense of how we work.
This call also helps us confirm that Castlehaven is the right fit for your project. We work best with clients who value process, communication, and quality over speed and lowest price. If we’re aligned, we’ll schedule your complimentary in-person consultation.
What to have ready: A general sense of your project scope, your goals, and your investment range. You don’t need exact numbers — just enough for us to have a meaningful conversation.

STEP 2

Initial Consultation — Complimentary, In Person

We meet at your home for a thorough, no-obligation walkthrough. This is where the relationship begins. During this visit we will:

Walk through your space and discuss your vision, needs, and priorities
Review the scope of your project and identify any early considerations
Explain the full Castlehaven process, design model options, and next steps
Answer every question you have — there are no dumb ones

This consultation is complimentary and comes with zero obligation. Our goal is to give you the information you need to make the right decision for your project.

STEP 3

Choosing Your Design Pathway

Before we present a Pre-Construction Agreement, we’ll recommend the design model that best fits your project and your existing relationships. Castlehaven offers five distinct paths — from full in-house design-build coordination to working alongside your own designer or architect.
This decision shapes everything that follows: the team, the process, the timeline, and the scope of the Pre-Construction Agreement. We will explain every option clearly and make a recommendation based on your specific project.

"The right design model isn’t the most expensive one — it’s the one that protects your vision and keeps your project moving without unnecessary complexity."

STEP 4

Pre-Construction Agreement (PCA)

The Pre-Construction Agreement is the phase that separates Castlehaven from contractors who skip the work that matters most. Before a single wall comes down, we do the planning that allows construction to run the way it should.

Depending on your chosen design model, the PCA covers some or all of the following:

Design services: site scanning, CAD drafting, layout development, material and finish selections, and 3D renderings
Design packet: floor plans, elevations, renderings, selections documentation, and cabinetry drawings
Constructability review: identifying potential challenges before they become field problems
Permit drawings: all documentation required to pull permits properly and on time
Detailed, fixed-price proposal: built on real selections and real scope — not ballpark estimates

The PCA is a paid engagement. The investment depends on project scope and design model. All costs are clearly outlined before you sign.
Timeline: The Pre-Construction phase typically takes 6–10 weeks, depending on project complexity and how quickly selections are finalized.

STEP 5

Design Phase

If your PCA includes design services, our in-house designer leads you through a structured, phase-by-phase selection process designed to make decisions manageable and keep your construction schedule protected.

Weeks 1–2: Layout & Major Selections

We begin with the decisions that affect drawings and long-lead ordering: cabinet style and layout, appliances, plumbing fixtures, windows and doors.

Weeks 3–4: Core Finish Materials

With layout finalized, we select the materials that define your space: flooring, tile, countertops, and lighting layout.

Week 5: Final Finishes

We complete the aesthetic details: paint colors, hardware, plumbing trim finishes, and decorative lighting.

Week 6: Final Review

All selections are confirmed, specifications reviewed, and the construction schedule is finalized. Our goal is to have every selection locked before the project walk — so construction begins without delay.

Up to three rounds of design revisions are included. Additional revisions are available for an additional fee.

Important: Castlehaven does not use allowances. Every selection must be finalized before construction begins. This is what allows us to provide accurate, fixed pricing and reliable schedules.

STEP 6

Project Walk

Before your proposal is finalized, we conduct an on-site walk with all relevant trades. This ensures every scope item has been reviewed in the field, every measurement is verified, and your proposal reflects real conditions — not assumptions.

What we need from you: Be available to attend. Your input during the walk helps ensure the proposal is accurate and complete.

STEP 7

Proposal Meeting

We present your complete, fixed-price project proposal in person. This meeting covers:

Total project investment with full scope of work
Finalized layouts, renderings, and selections for sign-off
Tentative construction schedule
Contract review and next steps

Once approved, documents are signed through JobTread, our secure client portal.

STEP 8

Construction Kickoff

With the contract signed and your project scheduled, we assign your dedicated Project Manager and begin the final pre-construction preparation:

Meet your Project Manager and review their role
Complete required documents: photo release, site access waiver, and any project-specific forms
Review the construction checklist: scheduling restrictions, pet and access details, site-specific considerations
Confirm material delivery schedule and trade sequencing

From this point forward, your Project Manager is your daily point of contact. Castlehaven handles trade coordination, material tracking, quality control, and client communication throughout the build.

Communication Throughout Your Project

During Pre-Construction: Weekly email updates, phone check-ins as needed, and scheduled in-person site visits.

During Construction: Daily updates and all communication through JobTread. Your Project Manager is reachable by text for urgent matters.

Office Hours: Monday–Friday, 8:30 AM–5:00 PM. Messages outside office hours are addressed the next business day.

After Hours — Urgent Only: Contact your Project Manager or Adam Pollock directly by text.

Ready to begin?

Schedule your complimentary consultation at castlehavenconstruction.com