What documents should I ask a subcontractor for?

It depends on the trade, whether the work is on site and whether your client needs a proof pack. This tool builds the list from those answers. The core is public liability, employers' liability, a health and safety policy and evidence of the right qualifications for the trade.

Do I need RAMS from every subcontractor?

Not always. RAMS (risk assessment and method statement) are needed when the work carries real risk, when the client asks for them or when the site principal contractor requires them. If you have selected the RAMS option above, the list will include the right items.

How current do insurance certificates need to be?

Always request the current in-date certificate and note the expiry date. UK insurance is typically renewed annually. Set a reminder 30 to 60 days before expiry so you never hand a lapsed certificate to a client.

Can I save the checklist and reuse it?

In this free tool you can copy or download the checklist and the request email. A free Credbase profile lets you save the checklist per subcontractor, send the request through one upload link, chase automatically and file the returned documents against the right record.

Is this a legal or compliance document?

No. This is a plain-English starter based on common UK third-party document practice. It is not legal, insurance or compliance advice. If your sector has specific regulatory requirements, add those before you send the request.

Free tool

Subcontractor document checklist generator

Answer a few questions about the trade, the job and the client. Get the exact document list to request from the subcontractor, plus a request email and a sensible reminder schedule.

Who this is for

Small contractors, main contractors and site managers onboarding subcontractors
Facilities, EV installer and electrical firms managing their own subbies
Ops leads who own site paperwork on top of a full-time job

Problem it solves

Every new subcontractor starts with a scramble across email, WhatsApp and shared drives to work out what to ask for. This tool builds the list for you in under a minute, tuned to the trade and the job.

About the job

Trade

Work type

Works on siteNeeds RAMS for the workUses vehicles or work equipmentClient requires a proof pack

Document checklist (13)

Company registration details (Companies House number, VAT if registered)
Public liability insurance certificate (usually £5m+ for commercial)
Employers' liability insurance certificate (£10m minimum in the UK)
Health and safety policy
Modern slavery statement
Professional indemnity insurance (if giving design or advice)
SSIP accreditation (CHAS, SMAS, Constructionline or similar)
CSCS or trade card evidence for site staff
Site induction acknowledgement
Right to work checks for on-site personnel
Risk assessment for the specific work
Method statement for the specific work
COSHH assessments for any hazardous substances

Suggested request email

Subject: Documents we need before you start

Hi [name],

Thanks for taking on the upcoming commercial job with us. Before we can get you on site, we need current copies of the documents below. This keeps things clean for us and our client.

- Company registration details (Companies House number, VAT if registered)
- Public liability insurance certificate (usually £5m+ for commercial)
- Employers' liability insurance certificate (£10m minimum in the UK)
- Health and safety policy
- Modern slavery statement
- Professional indemnity insurance (if giving design or advice)
- SSIP accreditation (CHAS, SMAS, Constructionline or similar)
- CSCS or trade card evidence for site staff
- Site induction acknowledgement
- Right to work checks for on-site personnel
- Risk assessment for the specific work
- Method statement for the specific work
- COSHH assessments for any hazardous substances

You can upload everything through one secure link, no login required, and we will chase automatically if anything is missing or expiring.

Any questions on any of the General trades specifics, just reply and we will help.

Thanks,
[your name]

Suggested reminder schedule

Day 0: send the upload link with the checklist above.
Day 3: polite nudge for anything still missing.
Day 7: second reminder plus a note to the account owner.
60 days before any expiry: renewal reminder to the subcontractor.
14 days before expiry: escalation to whoever booked the job.

How it works

Step 1
Describe the job
Pick the trade, the work type and a few facts about the site.
Step 2
Get the list
The tool generates the document checklist, a request email and a reminder schedule.
Step 3
Copy or download
Take it into email, or turn it into a live Credbase request with one upload link and automatic chases.

Questions and answers

Where this tool stops

A checklist is the start. The chase is the job.

A tickable list gets you to a clean request. It cannot send the upload link, file the returned certificate, flag the missing RAMS or nudge the renewal in six months.

Credbase turns the same checklist into a live subcontractor record with one upload link, status tracking, reminders and a client-ready pack when someone asks.

Track subcontractors in Credbase Back to all tools

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.