Subcontractor compliance checklist for general contractors
What a GC should collect from each subcontractor, from COI and endorsements to license, W-9, safety records, lien waivers, and bonds, and when to get each.
Updated
A subcontractor compliance checklist is the set of documents a general contractor collects from each sub: a signed subcontract, a certificate of insurance with the required endorsements, a contractor license where the trade or state requires one, a W-9, safety records, lien waivers with each payment, and bonds when the contract calls for them. When you collect each item matters as much as the list. This page gives both in one table.
The checklist at a glance
| Document | What to check | When to collect |
|---|---|---|
| Signed subcontract | Both parties signed, insurance and indemnity sections included, project named | Before any work starts |
| Certificate of insurance (ACORD 25) | Insured name, policies, limits, dates, certificate holder | Onboarding, then each renewal |
| Endorsements | Additional insured for ongoing and completed operations, waiver of subrogation, primary and non-contributory | With the certificate, before mobilization |
| Contractor license | Active status, right classification, name matches the sub | Onboarding, before mobilization, at license renewal |
| Form W-9 | Legal name and taxpayer identification number | Onboarding, before the first payment |
| Safety records | Written safety program, EMR letter, OSHA 300A summary where required | Prequalification, then yearly |
| Lien waivers | Conditional for the current payment, unconditional for the prior one | Each pay application and final payment |
| Bonds | Performance and payment bonds, surety, amount | Before mobilization, when the contract requires them |
Onboarding: before you sign
Most of the list belongs here, when you have the most leverage.
- Signed subcontract. Get it signed before work starts. Blanket additional insured endorsements apply only when a written contract requires the coverage, and some carrier forms also require that the contract be signed before the injury or damage. See blanket vs scheduled additional insured endorsements.
- W-9. IRS Form W-9 gives you the sub's legal name and taxpayer identification number for Form 1099-NEC. For payments made after December 31, 2025, the federal 1099-NEC threshold is $2,000 a year, up from $600. Collect the W-9 anyway, since you cannot know in advance what you will pay, and state rules can differ. Check that the name matches the certificate and the license.
- License. Look it up on the state or local board's site yourself, not from a copy the sub sends. Licensing varies by state and trade. See the California, Florida, and Texas guides.
- Safety records. The experience modification rate (EMR) compares a company's workers' compensation loss history with the average for its classification. 1.00 is average, lower is better, higher is worse. Ask for the rating letter from the sub's agent. Under OSHA's recordkeeping rule, employers that had more than 10 employees at any time in the prior year generally must keep the OSHA 300 log and post the 300A summary, and construction is not a partially exempt industry. A small sub may have no log, which is not a red flag by itself.
Before mobilization
Check the insurance again just before the crew arrives. Weeks can pass between signing and starting.
- Every required policy is in force for the dates of the work.
- Limits meet the subcontract. See general liability limits explained.
- Additional insured, waiver of subrogation, and primary and non-contributory are shown, with endorsement copies on file for large jobs.
- The certificate holder name and address match your contract.
- Bonds are in hand when the contract requires them. On federal construction contracts over $150,000, the prime contractor must furnish performance and payment bonds, and many states have similar laws for public work. Whether you require bonds from subs is your own contract decision.
Each pay application
Collect lien waivers with each payment request. A common pattern is a conditional waiver for the payment being requested and an unconditional waiver for the payment already received. Several states prescribe statutory waiver forms, and a waiver that departs from the statute may not be enforceable there, so use your state's form where one exists. Also confirm no policy has expired since the last payment. Holding payment until a current certificate arrives is a common contract remedy.
At renewal and closeout
Policies usually renew yearly. Ask for the renewal certificate and endorsements before the expiration date, not after. See what to do when a certificate expires. At closeout, collect the final unconditional lien waiver after final payment clears, and confirm completed operations coverage continues for as long as the subcontract requires.
This checklist is general. Your owner contract, lender, and state law may add items, so ask an attorney about lien law and contract wording.
Check this automatically
ComplySub handles the insurance and license rows. Vendors upload certificates through a link with no account, and ComplySub compares them with your requirements, flags gaps and expirations, and reminds the vendor and their agent. License monitoring is part of the Business plan; see pricing. Subcontractors keep one compliance packet to share with every general contractor.
This guide is general information, not legal or insurance advice. Insurance and licensing rules vary by state, carrier, and contract; confirm what applies to you with your insurance professional, attorney, or licensing board.