Contractor onboarding email sequence
Generate a four-step onboarding email sequence for a new contractor: welcome, document request, gentle chase and 30-day expiry reminder. Personalise the fields and copy each email to your inbox.
Who this is for and what it solves
- Ops and procurement leads onboarding contractors and subcontractors
- Small-team compliance owners who run onboarding manually today
- Anyone tired of writing the same welcome-and-chase emails from scratch
Most contractor onboarding lives in someone's memory - a welcome email if they remember, a document ask when it comes up, a chase if there is time. This gives you the sequence in one place, ready to send.
Hi team, Welcome aboard, and thanks for signing with us. Before we get you on your first job, we need a small pack of documents on file so everything is compliant from day one. I will send the exact list in a separate email in the next day or two. In the meantime, if you have any questions about how we work, invoicing or site expectations, just reply to this email. Looking forward to working together. Best, [Your name]
Hi team, To get you set up for your first job with us, could you send the following across in the next 7 days: - Public liability insurance certificate - Employers' liability insurance certificate - Health & safety policy - SSIP accreditation certificate (CHAS, Constructionline or equivalent) - Signed subcontractor agreement Please make sure each is in-date and issued to your registered company name. PDFs are easiest at our end. If any of the above are not applicable to your business, just let me know briefly why so I can note it on file. Thanks, [Your name]
Hi team, Just a friendly nudge on the document pack I asked for earlier. I know it is easy to lose in the inbox. Could you get the outstanding items across in the next few days? We cannot confirm you on the first job until the pack is complete, and I would hate to hold you up. Happy to have a quick call if any of it is not clear. Thanks, [Your name]
Hi team, Heads-up that one of the documents we hold for you is due to expire in the next 30 days. Could you send the renewed version across when it is issued so we can keep your record current? If the policy is being renewed with a different insurer or under a different scheme, no problem, just let me know and I will update our file. Thanks, [Your name]
How it works
- Step 1Personalise
Add the contractor name, your details and the documents you want. The four emails update as you type.
- Step 2Copy or download
Grab each email individually for your inbox, or download the whole sequence as one file.
- Step 3Automate later
When you outgrow copy-paste, run the same sequence per contractor in Credbase with tracking and chases built in.
Questions and answers
Four drafted emails is a start. Sending, tracking and filing is the job.
Templates in a Google Doc still need someone to send each one on cue, remember who replied and file the returned certificates somewhere sensible.
Credbase runs the same sequence per new contractor, tracks opens and replies, files the returned documents to the right supplier and chases automatically.
This tool is a plain-English guide for teams handling third-party paperwork. It is not legal, insurance or compliance advice. Confirm specifics with the counterparty or your own adviser before you rely on any output.
Related free tools
- Subcontractor document checklist generator
Answer a few questions about the trade and the job, get the exact document list to request from a subcontractor, plus a request email and a reminder schedule.
- Supplier document checklist
A tidy starter list of the documents most teams should hold for a new supplier. Tick them off, copy or download.
- Expiry reminder calculator
Enter a document expiry date and get sensible reminder dates plus a calendar file you can drop into Outlook or Google.
Related reading
- Featured guideVendor onboarding: the complete playbook
How modern operations teams onboard new vendors in days, not weeks, with a repeatable request flow, clear ownership and evidence that stays fresh.
- Featured guideCertificate of insurance (COI) tracking: the complete guide
How modern teams collect, verify and monitor certificates of insurance from suppliers and subcontractors, without spreadsheets or missed renewals.
- ComparisonCredbase vs shared drives (Google Drive, SharePoint, Dropbox)
How a purpose-built supplier document platform compares to Google Drive, SharePoint and Dropbox, with a fair read on where each is genuinely better and why most teams end up using both.