Free subcontractor compliance checklist
The insurances, licences, white cards and SWMS to collect from a subbie before day one, with a column for each expiry date. Then five things to cover with their crew before they start.
Subcontractor compliance checklist
PDF, 1 page, A4 · Free · No email required
Build this checklist once in Foreman's form builder, with a photo of every certificate, and each subbie's completed form sits against the job. Their crew then induct by QR at the gate. Free on your first project, with every feature and unlimited users on it.
A one-page checklist for the paperwork to collect from a subcontractor before they start: insurances, licences, white cards, high risk work licences, SWMS, plant records and safety data sheets, with a column for each expiry date. Then the five things to cover with their crew before work starts, and a sign-off.
Free, no email required.
Why check before they start
Once a subbie's crew is on site, the paperwork gets harder to chase. The checklist moves it to before day one, while the start date still depends on it.
It also gives you one page per subcontractor that shows what you checked and when. If there's an incident, a dispute or a client asks, that page is the record.
What goes on it
Insurances. Public liability, and workers' compensation if they employ workers. Sight the certificate of currency and write down the policy number and expiry date.
Licences. The trade or contractor licence for the work they're doing, and any high risk work licences their people need, such as scaffolding, rigging or operating plant.
White cards. Every worker coming on site needs a current general construction induction card. Collect the numbers before they arrive.
SWMS. A safe work method statement for any high risk construction work in their scope, before that work starts. Read it rather than filing it. It should name this site and the work they'll do on it.
Plant and chemicals. Records for any plant they bring, and safety data sheets for hazardous chemicals.
Before work starts. Induct every worker, make sure they've read the SWMS, explain the site rules and access, cover the emergency procedure and agree who they report safety issues to.
The insurance types, amounts and licence classes you need depend on your contract and your state. The checklist doesn't set them. Check your contract and your own insurer.
What people get wrong
Collecting it once and never looking again. Certificates expire mid-job. Write every expiry date on the checklist and check them again before each new stage of the job.
A certificate for the wrong business. Check the name and ABN on the insurance match the business you contracted with.
SWMS from a different job. A SWMS that names another site, or no site, hasn't been prepared for your job.
Inducting the subbie and not the crew. The boss signing doesn't cover the workers. Each person coming on site needs their own induction.
Doing it in Foreman
Their crew then induct at the gate. Each worker scans one QR code, reads your site documents and signs on their own phone, with no app or login. Attach the subbie's SWMS to the project and it becomes part of what they read. Inductions cost nothing, however many workers they send.
Related
The free site induction record covers the induction itself, and how to induct a subcontractor walks through doing it at the gate.