Subcontractor onboarding is where compliance wins or dies. The trades that start work without a verified COI are usually the same ones on site when a policy expires six months later — because nobody built a gate at the door.
Use this checklist as your standard pre-start workflow. Every item should be complete before keys, codes, or schedule confirmation.
Phase 1: Before award (optional but strong)
- Insurance requirements attached to bid package
- Limits match owner flow-down for this project type
- Sub acknowledges requirements in writing (email or bid form)
- Red-flag trades identified (roofing, structural, demo) for higher limits
Phase 2: At award — send the packet
Send within 24 hours of verbal award:
- Subcontract insurance exhibit (limits, endorsements, AI wording)
- GC legal name and address for certificate holder
- COI request email with upload link
- W-9 request — same legal entity as future COI
- Deadline tied to scheduled start date
- Contact for sub's insurance producer questions
Phase 3: Documents to collect
| Document | Required when |
|---|---|
| ACORD 25 (COI) | Always |
| CG 20 10 AI endorsement PDF | Contract requires AI on ongoing ops |
| CG 20 37 completed ops AI PDF | Contract requires completed ops AI |
| Waiver of subrogation endorsements | Owner schedule requires WOS |
| WC policy or exemption certificate | Always |
| Auto COI | Sub drives to site or hauls materials |
| Umbrella COI | Limits required by contract |
| W-9 | Before first payment |
Remember: COI vs endorsement — description box text is not enough when contract requires PDF endorsements.
Phase 4: Verification (office review)
Run every document through verification steps:
- Named insured = contract entity = W-9 name (exact match)
- GL limits meet or exceed requirements
- All policy expiration dates cover project end (or renewal plan documented)
- WC active or valid exemption for project state
- GC is additional insured, not only certificate holder
- Endorsement PDFs match policy numbers on COI
- Producer contact valid — call for new or high-risk subs
- No expired lines hiding behind a current GL date
Log reviewer name and approval date.
Phase 5: System setup
- COI + endorsements stored in project record (not PM personal email)
- Each policy line expiration logged separately
- Renewal reminders set (30 / 14 / 7 days)
- Sub marked compliant or blocked in master roster
- PM notified of approval — only then confirm start date
See tracking expirations for why separate GL and WC dates matter.
Phase 6: Site access gate
Define a hard rule your team can enforce:
No compliance approval = no site access
Practical gates:
- Lockbox codes not sent until approved
- Superintendent roster excludes unapproved subs
- Daily log notes if unauthorized trade appears
- New assignment blocked in scheduling software
Executive override requires written risk acceptance — not a text from the owner rep.
Phase 7: First payment gate
- W-9 on file matching COI
- Insurance still current at payment request
- Contract signed with insurance exhibit incorporated
Paying an uninsured sub strengthens their argument that you accepted the risk.
Trade-specific add-ons
| Trade | Extra checks |
|---|---|
| Roofing / waterproofing | Higher GL, umbrella, completed ops AI |
| Electrical / plumbing | Completed ops critical — latent defect exposure |
| Demo | GL aggregate, pollution if applicable |
| Design-build sub | Professional liability when they design |
| Sole prop electrician | WC exemption validity vs employee use |
Re-onboarding returning subs
Subs you have used before still need:
- Fresh COI if any line expired since last project
- New project added to AI if schedule requires project-specific AI
- Updated W-9 if entity changed
- Re-verify limits if owner contract upgraded
" We used them last year" is not verification.
Onboarding timeline template
| T-minus | Action |
|---|---|
| Award | Send packet |
| T-10 days | Reminder if empty upload |
| T-5 days | Escalation call to sub + agent |
| T-1 day | Hold start notification |
| Start day | Superintendent confirms sub on approved list only |
Tools that support the checklist
Manual checklists work for 3 subs. At 20+ active relationships, you need:
- Magic-link upload for subs (no account friction)
- Review UI with requirements beside PDF
- Expiration monitoring across projects
- Compliant / non-compliant status per sub
CoiLoop maps to this exact onboarding flow — collect, review, renew.
Next: Subcontractor COI compliance checklist · W-9 and COI for general contractors