Building Optimal Shop - Product Images (14).png
Building Optimal Shop - Product Images (14).png

Subcontractor Paperwork Package

$99.00

Building homes is a game of defense. This is the system we use to request paperwork from every trade partner and to know, at a glance, who is cleared to work.

  • Trade Partner Requirements letter listing the documents and insurance terms a new subcontractor must provide

  • Trade Partner Tracking Dashboard to track agreements, W-9s, insurance, and expiration dates

  • 2-page instructions for setting it up in your company

Instant download: Word, PDF, and Excel files. The legal agreements themselves are not included; the instructions explain where to get them.

Building homes is a game of defense. This is the system we use to request paperwork from every trade partner and to know, at a glance, who is cleared to work.

  • Trade Partner Requirements letter listing the documents and insurance terms a new subcontractor must provide

  • Trade Partner Tracking Dashboard to track agreements, W-9s, insurance, and expiration dates

  • 2-page instructions for setting it up in your company

Instant download: Word, PDF, and Excel files. The legal agreements themselves are not included; the instructions explain where to get them.

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What’s inside the subcontractor paperwork package

Risks of injury, construction defects, and business disputes are ever-present in this business. The way to keep an iron clad system is simple: no trade partner works without complete, current paperwork. This package gives you the request and the tracker.

Trade Partner Requirements letter

A one-page cover letter you send to every new subcontractor. It lists the six things they must return before they work for you, including a signed base agreement, a job rules addendum, a W-9, a workers’ comp waiver, and a certificate of liability insurance, with the insurance terms you require spelled out. Provided in Word and PDF.

Trade Partner Tracking Dashboard

An Excel list with one row per trade partner and a column for each requirement:

  • Signed independent contractor base agreement

  • Signed job rules addendum

  • Current insurance, additional insured status, and waiver of subrogation

  • Signed workers’ comp waiver

  • IRS W-9

  • Liability expiration date

  • Available to hire, which flags insurance that has expired or is about to

Instructions

  • Where to get the agreements and forms for your state

  • Who in your company should own the dashboard and how often to review it

  • How to warn trades before their insurance expires

  • How to send the whole request as one package when a new trade comes on

What is not included

This package does not include a subcontractor agreement, job rules addendum, workers’ comp waiver, W-9, or lien waivers. Those documents depend on your state. The instructions tell you where to source each one, such as your state or local builders association or a construction attorney.

Format

One Word document, one PDF, one Excel file, and a 2-page PDF of instructions, delivered as an instant download.

Before you use it

The letter and the tracker come from a Texas builder and carry our company details and insurance terms as examples. Replace them with your own, set your insurance requirements with your agent, and have your attorney review your paperwork.

Learn the method

Read our subcontractor paperwork checklist, subcontractor insurance requirements, and how to read a certificate of insurance.