Even a well-vetted, verified subcontractor can turn into a headache if onboarding is rushed. Most disputes over scope, schedule, or payment aren't caused by bad actors — they're caused by assumptions nobody wrote down. Use this checklist before a new sub sets foot on site.
Before the contract is signed
- License and insurance verified for the specific trade and scope (see our full verification guide)
- Workers' compensation confirmed if the sub has employees
- Scope of work defined in writing — trade, deliverables, exclusions
- Project schedule and key milestone dates shared and acknowledged
- Payment terms agreed: schedule, retainage percentage, and what triggers each payment
- Change order process explained — how additional work gets priced and approved
Documentation to collect before day one
- Signed subcontract agreement
- Certificate of insurance naming you (or the project) as an additional insured, if required
- W-9 or equivalent tax documentation
- Safety plan or acknowledgment of your site safety requirements
- Emergency contact and crew roster
Communication expectations to set explicitly
Don't assume a sub knows how you like to communicate. Agree up front on who the point of contact is on each side, how often status updates happen, and what counts as an urgent issue that needs an immediate call versus something that can wait for the next check-in. This single conversation prevents most of the "why didn't you tell me" disputes that come up mid-project.
On day one
- Site orientation and safety walkthrough
- Confirm access, parking, and material staging areas
- Review the schedule and any dependencies on other trades
- Exchange direct contact information for the actual crew lead, not just the office
Keep the paper trail going
Onboarding isn't a one-time event — keep a running record of change orders, schedule updates, and any site issues as the project progresses. It protects both sides and makes the eventual close-out and final payment far faster.
If you're sourcing subs project by project rather than working from an established bench, building this checklist into a repeatable process is worth the time investment.