Site access
Subcontractor at the gate with missing documents
Use a clear escalation path when the crew is already waiting.
When a subcontractor arrives without required documents, identify the missing item and contact the assigned reviewer. Follow the project’s entry rules while the issue is resolved; an upload notification is not an approval.
Confirm the exact gap
Check the vendor record first. The certificate may have arrived but still need review, or the company name may not match the scheduled sub.
- Not submitted: request the file.
- Submitted but unreadable: request a complete copy.
- Under review: contact the reviewer.
- Does not meet requirements: name the correction needed.
A clear label prevents the crew from forwarding the same PDF to several people.
Give the sub one next step
We still need [document or correction] for [business/project]. Please upload it at [link]. [Reviewer] will check it and tell [site contact] when the paperwork is accepted.
If the agent must issue a document, ask the sub to forward the request. The site supervisor should not edit insurance paperwork to make it match.
Escalate exceptions to the right person
If the work is urgent, use the project’s established approval chain. Any proposed exception needs the scope, reason, approver, limits, and follow-up recorded.
An internal exception cannot waive a legal requirement or create missing insurance coverage. Have the responsible safety, insurance, or contract adviser resolve that question.
Close the loop with the gate
- Review the replacement document.
- Record the decision and any conditions.
- Tell the site contact which company and scope it applies to.
- Confirm any separate worker-readiness checks.
Send The Proof keeps the document request and review history together. Your site team still decides and controls physical entry.
Related: Construction site access checklist for GCs · COI request email template for subcontractors · No-login vendor uploads