You have chosen a sub, and the crew needs a clear path onto the job. Use this new-sub onboarding document checklist to collect the records, assign reviewers, and resolve missing details. Give each document separate received and reviewed dates. Keep the start decision with the builder responsible for the project.
First, match the paperwork to the company in the subcontract. Use one legal name across your scope, billing setup, license review, and insurance questions. If the names differ, ask the sub to explain the relationship. Record the explanation and refer unresolved identity questions to the relevant board or professional.
Do not rewrite an issued document yourself.
Keep tax intake separate from credential review. The IRS describes requesting Form W-9 after you determine that the payee is an independent contractor. It supplies the payee’s name and taxpayer identification number. IRS contractor forms guidance
Ask your CPA or tax adviser about classification and reporting. Record the tax-file location on this worksheet rather than the taxpayer number.
Treat the certificate of insurance (COI) as evidence to review. It is not the policy. In North Carolina, a certificate cannot extend coverage or create rights beyond the referenced policy. North Carolina certificate law The ACORD specimen also points to policy provisions or endorsements for additional-insured status. ACORD certificate specimen
Ask your insurer or licensed insurance agent to review the project’s requirements and relevant policy documents.
Review workers’ comp separately, even when it appears on the same certificate. North Carolina’s coverage database carries a warning that its information is not proof of insurance. Commission coverage notice North Carolina subcontracting liability also has certificate and policy conditions under G.S. 97-19. Subcontracting statute
Send a claimed exemption or coverage gap to your construction attorney and insurance reviewer. Avoid treating a small crew as the answer.
Use the table below to explain each record’s purpose during intake. The checklist that follows records your questions and follow-up. These are suggested office procedures, not a universal required-document list. Adapt them with the board, insurer, attorney, and CPA for the actual engagement.
Carry unresolved items into the start decision and assign a recheck date.
What each document shows and leaves open
Scroll to read all columns.
| Record | What it shows | What it does not establish | Who to ask |
|---|---|---|---|
| COI | A summary of the listed insured, policies, dates, and limits. | Every risk covered or additional-insured protection from the holder box alone. ACORD specimen | Your insurer or licensed insurance agent. |
| W-9 | The payee’s supplied name and taxpayer identification number. | A prior determination of independent-contractor status. IRS intake sequence | Your CPA or tax adviser. |
| License record | In the NC GC example, the named entity’s license and permitted classification or limitation. | Insurance coverage. NC board FAQ | The board responsible for the work. |
| Workers’ comp evidence | The carrier, employer, and term stated in the supplied record. | A complete answer from the NC database alone. Commission warning | The employer and insurer, with an attorney for liability questions. |
Print note
Print one checklist per sub and project. Attach an evidence index with document, received date, reviewed date, reviewer, and next action. Keep W-9s and policy records in your secure office files.
Separate the document review handoffs
Use the subcontractor-document guide to assign receipt and review owners. Keep credential questions open until the responsible reviewer answers them.
Use the COI guide for the insurance discussion and the W-9 guide for secure tax intake. The IRS intake sequence keeps classification ahead of the contractor form request.
Return to the construction tools hub for the other quantity checks and printable records.