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Five things you should do for every wood floor installation

You’ve heard it said: “follow the manufacturer’s instructions” when doing a wood floor installation.

It is tempting to rely only on past experience when doing an installation. After all, you do this for a living, right? How different could this floor be from the last X number of floors you’ve installed?

Installation is acceptance

As an installer or flooring professional, you are the last one to touch the floor before it’s nailed or glued down. Virtually every manufacturer says that if their floors aren’t installed according to their directions, they’re not liable for whatever goes wrong.

Consider the story of an installer who had to pay the full replacement cost of a floor that was clearly defective. The manufacturer sold the floor without a warranty, but the installers did not notice the defects prior to installation and therefore assumed the full liability of the floor.

Law firms are even specializing in helping homeowners “go after” installers and other parties that were involved in a flooring failure.

That’s a lot of liability to carry around!

Protect your liability by knowing what to do

We cannot recommend strongly enough that you read and follow every manufacturer’s installation instructions. Period, full stop.

Often it is very hard to be able to recall and know the difference between each manufacturer’s guidelines and the next. Details and differences can get muddled in your brain in the middle of a job.

  • Was this supposed to be a ¼” or a ½” expansion gap?
  • Was it 35-55% relative humidity or 45-60%?
  • Should I be using a 1-½” staple or a 1-¼” cleat?

That is why we have all the installation and warranty guidelines for our products on our website. Bookmark this link and encourage all your installers to read these guidelines for their next wood floor installation.

Five things you should do for every wood floor installation

We developed a few guiding principles to help you stay alert to what could cause problems later on or increase your liability if anything goes wrong.

This list is not intended as a substitute for reading and following the manufacturer’s installation instructions and the National Wood Flooring Association’s guidelines.

1. Approve the product

Our flooring boxes include special instructions that must be followed.
Our flooring boxes include special instructions that must be followed.

Before you do anything, confirm that the floor you are there to install is the one your customer wants.

Next, inspect the floor yourself. This step should be done throughout the installation process. Check boards as you go to ensure good milling, straight boards, and no obvious defects.

Opening a box or two of flooring and racking it out so the homeowner can see and approve the floor might be the most important thing you can do.

We have witnessed several unfortunate incidents where a perfectly good (and gorgeous!) floor had to be torn up and replaced all because it was the wrong color.

Would you paint a house without putting some paint on the walls first and getting the homeowner to sign off?

Paint is cheap, but flooring is typically not. Don’t nail anything down until the homeowner approves color, size, texture, and species.

Remember: you are responsible for what you nail down. If the defect could have been caught before installation, it is typically not covered by a warranty after installation.

2. Acclimate the floor

When is my floor acclimated? Find out how to properly acclimate your floor for your next wood floor installation in our Acclimation 101 video.

Consult the manufacturer’s guidelines to acclimate the floor properly.

Most solid floors need the boxes opened, cross-stacked, and plastic unwrapped to be properly acclimated. Some engineered floors (not all) are only recommended to be acclimated to room temperature – not humidity.

So, how long does acclimation for a wood floor installation take?

That depends on how far apart the wood is from its “living environment.” There are no set time periods, which is why having a professional, calibrated moisture meter is critical.

Check out our Moisture & Acclimation Guide here for more information, and be sure to consider whether or not the home you are installing in will need a whole home humidifier to stay consistently within the humidity range that the manufacturer specifies.

3. Check your subfloor

A great wood floor starts with a good subfloor. In general, you should ensure that your subfloor is clean, dry, sound, and flat before installation.

  • Clean: any dirt or debris can cause boards to not fit together properly.
  • Dry: wet or moist subfloors will cause your flooring to expand too much after it is installed.
  • Sound: be sure to walk across the subfloor to see if there are areas that squeak. You may need to fix joists or replace parts of your subfloor.
  • Flat: a flat subfloor will allow the new flooring to fit tightly against it. Any dips or high spots in the subfloor will likely lead to movement and squeaks in your new wood floors.

4. Use the right fasteners or glue and trowel

It can be tempting to use whichever fastener you have on hand to nail down a floor. The same goes with glueing a floor down – sometimes you just grab the trowel you have in your truck.

This mistake can then lead to squeaks, cracks, and general flooring failure.

Consequently, the cost of tear out, replacement, labor and materials could land squarely in your lap if you don’t use the right fastener (or trowel/adhesive).

This is one thing that the installer has full control of, and so it directly relates to your liability for the floor. Do the right thing and consult the manufacturer’s installation guidelines for the proper fastener or adhesive/trowel combo.

Fasteners and Glue Installation Page
See our recommended fasteners and glues on our Tradewinds Installation guide here.

We have a handy cheat sheet in the front of ours for easy reference.

Some tips:

  • Don’t forget to set the pressure on your compressor appropriately.
  • If you are glueing down, always replace your trowel as required. The metal teeth wear down every couple hundred square feet or so, which means you’ll be using the wrong trowel half-way through the job if you don’t replace it. Don’t be this guy!
  • Consider using a glue-assist method for nail-down installations to reduce the chance of your floor squeaking later on after seasonal changes. Some wider floors even require this method, so once again, check those manufacturer guidelines!

5. Have everyone sign off once the job is done

You’ve finished the wood floor installation, cleaned up your tools, and given the floor a final vacuum or mop – and it looks really great. Job well done, right?

Before you leave the job site, take time to get all parties to sign off on your job well done. Then, talk about cleaning and maintenance with the homeowner, and get their documented signature that they approved of your work before you left. Leaving great last impression can help you avoid legal issues in the future.

Often times in legal disputes between homeowners and installers and other parties, the phrase “nobody told me about that” is presented as a defense for not keeping the home in appropriate conditions, or cleaning and maintaining it as required.

The truth is, this is actually a legitimate defense and has often been upheld in court!

As an installer or retailer, you are considered a professional. The homeowner is not.

Installation Checklist
Download our free installation checklist for a simple way to keep track of your jobs and have a copy for your customers.

Your responsibility (and also that of the supplier, builder, etc.) is to educate the end-user on how to maintain the product.

Simply taking the time to go over a few things about owning and maintaining a wood floor – and documenting that you did it – could prove to be the very piece of evidence that clears you of liability if things go wrong.

To help you get started, check out our cleaning page for free download guides to maintaining a new wood floor.

Our installation checklist can also help you document important data about the floor, including a space for both you and the homeowner to sign off. On the back are important things to consider for owning a wood floor.

If you take the time to fill out this form, then get sign-offs, and go over the items on the back, you’ll be protecting your business and leaving a great impression that will likely lead to a referral.

List of resources linked to in this article

Download this guide as a PDF


Keep a one-page PDF of this article in the hands of all your installers. Also, don’t forget to have copies of the manufacturer’s installation instructions too!

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