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Subcontractor insurance tracking: a pre-start records checklist on construction sites
Track insurance records for your own company and the subcontractors you hire. Keep submitted documents, review status and outstanding GC requirements together so your team can follow up before planned work.
By Reldro · · 2 min read
The practical starting point
For your subcontractor crews, use this guidance with the current work phase, trade responsibilities and approved procedures in view. Keep your safety manager involved in record reviews and follow-up. This guidance supports record keeping and coordination, not technical authorization to carry out the work.
Subcontractor insurance tracking means keeping each company’s submitted documents, recorded status and outstanding requirements in a consistent register. It helps the team identify questions before the subcontractor is due to start.
Define the baseline first
Have the appropriate commercial, legal and insurance advisers define what your organization needs for the contracted work. A software status is not a legal assessment of coverage. Requirements can differ by contract, location and work scope.
Organize the review
- Identify the subcontractor and scope of work.
- Match submitted documents to the correct company.
- Check recorded expiry dates.
- Highlight outstanding baseline documents.
Example: a subcontractor with two scopes
A company is booked for two different types of work. A document accepted for one scope should not be assumed to cover the other. Ask the responsible reviewer to confirm the scope and requirements, and record any outstanding questions before the start date.
Make follow-up clear
Reldro lets you send a private company link so subcontractors can review requested documents and expiration statuses, then upload certificates without creating an account. They can also request a certificate directly from their insurance broker or use a free account to reuse records across hiring contractors.
Use this checklist with the people responsible for the work. Adapt the review to your site procedures rather than treating a generic list as authorization to proceed.
- Check the register before scheduled work.
- Assign someone to obtain missing documents.
- Route coverage questions to the qualified reviewer.
- Update the record when reviewed documents arrive.
The takeaway
Use one register to make missing or expiring records visible, while qualified people decide whether the documentation meets the agreed requirements.