Lower-tier subcontractor document checklist

A lower-tier subcontractor works for one of your subcontractors rather than directly for you. Ask your direct sub to identify those businesses before arrival, then assign who collects and reviews their required documents.

Start with the business list

Request each company’s legal name, scope, contact, planned work dates, and hiring subcontractor. Separate another business from employees of the direct sub.

Please identify any business you plan to subcontract work to on [project]. Include its scope, contact, and start date. Send changes to [reviewer] before the company arrives.

Set requirements from the contract

Have your contract and insurance reviewers decide which requirements apply at each tier. Do not assume the direct sub’s COI establishes coverage for every business it hires.

• Insurance evidence and required endorsements.
• Applicable licenses.
• Project onboarding and safety documents.
• Approvals required before subcontracting further.
• Payment-related records assigned to accounting.

These are review categories, not universal legal requirements. The project agreement and applicable rules determine the actual list.

Name the collection owner

Decide whether the direct sub collects the packet or each business submits its own files. In either case, name the internal reviewer and keep the company-to-company relationship clear.

If you create a separate vendor record in Send The Proof, use a consistent naming convention and retain the hiring relationship in your project records.

Recheck additions and replacements

A direct sub’s approved crew can change halfway through the job. Compare the planned company list with the businesses arriving, and send additions through the same review.

Keep any unresolved item tied to the affected business. Avoid marking an entire chain approved because the direct subcontractor supplied its own paperwork.

Related: Subcontractor prequalification questionnaire · Construction site access checklist for GCs · No-login vendor uploads