How subcontractors can prequalify faster
Build one compliance packet, keep it current, and ask your agent for blanket endorsements so general contractors approve you in days instead of weeks.
Subcontractors get approved faster when they keep one compliance packet ready, keep every document current, and respond to a general contractor's (GC) request the same day. Most delays are not about being unqualified. They come from a wrong certificate holder, a missing endorsement, or a policy about to expire. This page covers what to put in the packet and how to avoid the usual holdups.
What goes in the packet
Requirements vary by GC and contract, but most prequalification requests ask for some version of the following:
- Certificate of insurance (COI). An ACORD 25 showing general liability, auto, workers' compensation, and usually umbrella or excess. See ACORD 25 field by field if you want to know what each box means.
- Endorsements. Copies or form numbers for additional insured, waiver of subrogation, and primary and non-contributory wording. Many GCs want to see more than a checked box.
- W-9. Signed and current, with the legal name matching your insurance and contract.
- License. Your contractor license number and status where the work is. Some GCs check this themselves.
- Workers' compensation proof or an exemption. Either a policy on the certificate or, where your state allows it, an exemption document. See workers' comp exemptions for sole proprietors.
- Safety documents. Commonly an experience modification rate (EMR) letter, a written safety program, or OSHA logs, when the GC asks.
- Experience and references. A short project list and a few contacts, if requested.
Know what GCs commonly ask for
Contracts differ, so read yours. But you will often see requirements such as $1 million each occurrence and $2 million general aggregate for general liability, additional insured status, a waiver of subrogation, and primary and non-contributory wording. Higher-risk trades and larger projects may require an umbrella. The insurance requirements by trade guide shows what is commonly seen. Your own limits may or may not match, so check before you bid.
Ask your agent for blanket endorsements
If your policy includes blanket additional insured, blanket waiver of subrogation, and blanket primary and non-contributory endorsements that apply when a written contract requires them, each new GC becomes a quick certificate request instead of a policy change. Ask your insurance agent whether your policy has them and which form editions are used. Not every policy does, and wording varies by carrier. The guide to getting a COI from your agent lists what to send them.
Keep the packet current
- Put every expiration date on one calendar, with a reminder about 45 days ahead.
- Ask your agent to send the renewal certificate as soon as it is issued.
- Replace the packet copies the day a new certificate arrives, so you never send an old one.
- Check your legal name, address, and license number once a year.
Respond the same day
GCs usually have a deadline, a start date, and a stack of other subs. A request that sits for a week often means your approval slips to the back of the line. If you cannot meet a requirement right away, say so and give a date, rather than going quiet.
Share a link, not a pile of PDFs
Emailing PDFs creates versions: the GC has last quarter's certificate, the project manager has another, and accounting asks again. One shared link to a current packet means everyone sees the same documents, and you update them in one place.
What causes delays
- Wrong certificate holder. The holder must be the name and address the GC specifies. A misspelled or outdated entity is a common rejection.
- Missing endorsements. The certificate says additional insured, but no endorsement is attached or the form does not cover ongoing and completed operations. See additional insured CG 20 10 vs CG 20 37.
- Expiring soon. Some GCs will not approve a certificate that expires within a few weeks of the start date.
- Name mismatch. The insured on the certificate does not match the contract or W-9.
- Limits below the requirement. Check this before you submit, not after.
Always confirm contract wording with your insurance professional or an attorney. Nothing here is legal or insurance advice.
Check this automatically
ComplySub gives subcontractors one compliance packet to share with every GC. You upload your certificate once, ComplySub reads it, and it shows gaps against a GC's requirements, such as low limits, missing endorsements, a wrong holder, or a policy that is about to expire. It also reminds you and your agent before renewal. It is free for subcontractors with one certificate, and GCs can request documents through a link, with no account needed to upload.
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.