Knowledge base / Documents and records

Subcontractor document checklist: what to collect and when

The insurance certificates, licences and agreements to collect before a subcontractor starts, and how to catch them before they expire.

Why subcontractor documents matter

If an uninsured subcontractor damages property or someone is injured, the claim can land on you. Many clients and main contractors also require proof that everyone on site holds current insurance and licences. Collecting the documents once is not enough; they expire.

What to collect before work starts

• Public liability insurance certificate, with the cover limit you require.
• Employer's liability or workers' compensation certificate, if they employ people.
• Trade licence, registration or accreditation where the work requires it.
• Signed subcontract agreement or terms of engagement.
• Risk assessment and method statement for each job.
• Tax or payment registration details required in your country.

The free subcontractor document checklist lists these per subcontractor with received and expiry dates.

Keep them current

Record the expiry date of every certificate and ask for the renewal 30 days before it lapses. Make it a rule that nobody starts a new job with an expired certificate on file, and check the list at the start of each week.

Keep the old versions

If a claim concerns work done last year, you will need last year's certificate. Store each new certificate alongside the previous one rather than replacing it.