Most small GCs start thinking about prequalification after a bad experience — a sub who showed up unlicensed, disappeared mid-project, or whose insurance lapsed on site. This template gives you a system to run before that happens. Every field a GC admin needs, with notes on what to look for and what the common mistakes are.
Subcontractor Prequalification Form
All fields from this guide in a single fillable form. Covers company info, license, insurance, EMR, W-9 attachment, and signed certification.
Subcontractor prequalification is the process of vetting a sub before you award them work — not after. It means collecting their license information, verifying their insurance coverage, checking their safety record, and confirming they are who they say they are before you hand them a subcontract or let them on your job site.
Most small GCs skip this step because they rely on referrals, prior relationships, or word of mouth — and most of the time, that works. The problem surfaces with a sub you haven't worked with before, a sub who comes highly recommended for one scope and quietly takes on another, or a sub whose license or insurance status has changed since the last time you worked together. Prequalification is the system that catches those problems before a contract is signed.
What to include in a subcontractor prequalification form
A complete prequalification form has six sections. Each one serves a different purpose — and each one has fields that most off-the-shelf forms get wrong or leave out entirely.
01
Company Information
The foundation. Every other field in the form is cross-referenced against what the sub writes here — their license must be issued to this entity, their insurance must name this entity, their W-9 must match this entity.
Legal entity name
Exactly as it appears on their license and insurance policy. Not a DBA, not a shortened version, not the name on their truck. This is the field most prequalification forms miss, and it is the one that creates coverage gaps when a claim is filed under the wrong entity name.
DBA (if any)
The name the sub uses in the field. Capture it separately so you know what to call them — but always store credentials under the legal entity name.
Physical address
Not a PO Box. A physical business address that matches what appears on their license application. A PO Box only raises questions about where the business actually operates.
Primary contact name and role
The person who will sign the subcontract and be your point of contact for compliance documents.
Phone and email
Both direct to the primary contact — not a general inbox.
Years in business
Under two years in business is a yellow flag for commercial work. It does not disqualify a sub, but it warrants more scrutiny on insurance history and references.
Business entity type
LLC, S-Corp, sole proprietor, partnership. This affects W-9 collection and WC requirements. A sole proprietor in most states can opt out of workers' compensation — which creates liability exposure you need to know about before they step on site.
Federal EIN
Required for the W-9. Collect it here rather than chasing it separately at year-end.
02
License Information
License requirements vary by state and trade. The fields below apply to states with contractor licensing requirements — adjust for your state. If you operate in TX, FL, CA, WA, or OR, you can verify license status directly.
License number
The state-issued license number. Not a business registration number, not a bond number. The license number is what you use to verify status in the state database.
Issuing state
Where the license was issued. A sub licensed in Texas may not be licensed to work in Florida. If you operate across state lines, verify that the license is valid for the state where the work will be performed.
License classification or type
General contractor, electrical, plumbing, HVAC, roofing — the scope of what they are licensed to do. A sub licensed for residential HVAC is not licensed for commercial HVAC in most states.
License expiration date
An expired license is a hard stop. Do not award work to an unlicensed sub — the liability exposure from work performed without a valid license falls on you as the GC.
Responsible Managing Employee (RME) or Responsible Managing Officer (RMO)
The individual whose license the company operates under. In California, a CSLB license is tied to a RME or RMO. If that person leaves the company, the license can be suspended. Knowing who this is lets you ask the right questions.
Verification URL or confirmation
The state database URL where you confirmed the license status. Noting the date you verified it creates a paper trail for audits.
03
Insurance Requirements
The prequalification form is where you document what you require — before the sub has started work and before a COI has been issued. Being specific here prevents the back-and-forth that happens when the sub's broker produces a standard certificate that doesn't meet your project requirements.
General Liability — per occurrence minimum
Residential: typically $300K–$1M. Commercial: $1M–$2M minimum, often higher per prime contract requirements. Write the specific minimum required for your typical project type.
General Liability — aggregate minimum
At least twice the per-occurrence minimum. A $1M per-occurrence limit with a $1M aggregate depletes after the first claim.
Workers' Compensation
Statutory limits in the state where work will be performed. If the sub is a sole proprietor claiming exemption, require documentation of their exempt status.
Employer's Liability
$500K–$1M each accident is standard. This coverage applies to claims that fall outside the WC system — employer negligence, third-party-over actions.
Commercial Auto Liability
$1M combined single limit if the sub will have vehicles on your job site. Confirm owned, hired, and non-owned vehicles are all covered.
Umbrella / Excess Liability
Required when your project minimums exceed primary policy limits. Confirm follow-form language applies, including additional insured status.
Additional Insured endorsement type
CG 2010 (ongoing operations) and CG 2037 (completed operations). Note both are required on the form so the sub knows to request both from their broker — not just a generic additional insured notation on the certificate.
Primary and noncontributory requirement
Check yes/no so the sub knows this endorsement is required before they engage their broker.
Waiver of subrogation requirement
Check yes/no. The sub needs to request this from their broker — it often carries an additional premium.
04
Financial & Safety
Most prequalification forms collect company information and insurance and stop. Financial and safety fields are where you catch the subs most likely to become a problem on a long project.
Experience Modification Rate (EMR)
A workers' compensation metric comparing a sub's actual claims to industry expectations. 1.0 is average. Below 1.0 is better than average. Above 1.0 means more claims than expected — a yellow flag. Above 1.25 is a red flag that warrants either rejection or a direct conversation about their safety practices. Many GCs set 1.0 or 1.1 as a hard threshold. Request the EMR letter from their insurance carrier, not just a self-reported number.
Total Recordable Incident Rate (TRIR)
Optional but valuable on larger commercial work. TRIR measures injury frequency relative to hours worked. An industry-average TRIR for specialty trades runs 3–5; below 2 is strong. Your prime contract may specify a TRIR threshold if you are working for a large owner.
OSHA citations in the last 3 years
Ask for yes/no and, if yes, a description. A single minor citation is not disqualifying. Multiple willful violations are. You can verify independently at OSHA's public citation database.
References from other GCs (minimum 2)
Name, company, project type, and phone number. Call them. Not to get a glowing review — to ask "would you use them again and on what kind of project?"
Bonding capacity
Required for public projects and large commercial work. Not relevant for smaller residential or commercial subcontracts, but note it on the form if your project type requires it.
05
W-9
Attach a blank W-9 to the prequalification packet and require it to be returned with the completed form. Collecting it now saves the year-end scramble when you need to issue 1099s and cannot reach subs who have moved on.
W-9 attached and completed
Check yes/no. The legal name on the W-9 must match the legal entity name on the prequalification form and on their insurance policy. Mismatches create 1099 errors that trigger IRS backup withholding requirements.
EIN or SSN confirmed
Sole proprietors use SSN, business entities use EIN. The W-9 itself captures this — note it on the form for quick reference.
06
Signature & Certification
The sub certifies the information is accurate and agrees to maintain the required coverage levels for the duration of any work performed for your company.
Certifying statement
"I certify that the information provided in this form is accurate and complete to the best of my knowledge. I agree to notify [GC Company Name] of any material changes to my license status, insurance coverage, or business structure within 10 business days of such change."
Agreement to maintain coverage levels
"I agree to maintain the insurance coverage levels specified in this form for the duration of any work performed for [GC Company Name] and to provide updated certificates of insurance upon request."
Authorized signature and title
Must be signed by the owner, officer, or person authorized to bind the company to contractual obligations — not an admin or field supervisor.
Date
The date the form was completed. This anchors when the information was verified and starts the clock on re-prequalification timing.
The complete prequalification form template
Copy this template into a Word document, Google Doc, or your own PDF form. Customize the coverage minimums and certification language for your company.
Subcontractor Prequalification Form
════════════════════════════════════════════════════════════
SUBCONTRACTOR PREQUALIFICATION FORM
[Your Company Name] | [Your Address] | [Your Phone]
Date submitted: _______________
════════════════════════════════════════════════════════════
SECTION 1 — COMPANY INFORMATION
────────────────────────────────────────────────────────────
Legal entity name (must match license and insurance exactly):
________________________________________________________________
DBA / trade name (if different from legal name):
________________________________________________________________
Physical business address (no PO Boxes):
________________________________________________________________
Primary contact name: ______________________ Title: ___________
Phone: _________________________ Email: _______________________
Years in business: ___________
Business entity type: ☐ LLC ☐ S-Corp ☐ C-Corp ☐ Sole Proprietor ☐ Partnership
Federal EIN: _____________________ (for W-9 and 1099 purposes)
SECTION 2 — LICENSE INFORMATION
────────────────────────────────────────────────────────────
License number: ________________________________________________
Issuing state: _________________ License classification: ________
License expiration date: _______________________________________
Responsible Managing Employee / Officer name: __________________
License verified at (URL and date): ___________________________
________________________________________________________________
SECTION 3 — INSURANCE REQUIREMENTS
────────────────────────────────────────────────────────────
Insurance carrier: _____________________________________________
Agent name: ____________________________ Phone: ________________
REQUIRED COVERAGES — please provide a COI confirming all items below
General Liability (occurrence form required)
Per occurrence minimum: $ _____________
Aggregate minimum: $ _____________
Policy number: _______________ Expiration: _______________
Workers' Compensation
☐ Statutory limits ☐ Sole proprietor exemption (attach documentation)
Employer's Liability each accident: $ _____________
Policy number: _______________ Expiration: _______________
Commercial Auto Liability (if vehicles on site)
Combined single limit: $ _____________
Policy number: _______________ Expiration: _______________
Umbrella / Excess Liability
Limit: $ _____________
Follow-form: ☐ Yes ☐ N/A
Policy number: _______________ Expiration: _______________
REQUIRED ENDORSEMENTS
Additional insured — ongoing operations (CG 2010 or equivalent): ☐ Confirmed
Additional insured — completed operations (CG 2037 or equivalent): ☐ Confirmed
Primary and noncontributory: ☐ Confirmed
Waiver of subrogation (GL, WC, umbrella): ☐ Confirmed
SECTION 4 — FINANCIAL & SAFETY
────────────────────────────────────────────────────────────
Experience Modification Rate (EMR): ______ Year: ______
(Attach EMR letter from your insurance carrier)
OSHA citations in the last 3 years? ☐ No ☐ Yes
If yes, describe: ______________________________________________
Reference 1
GC company name: ____________________ Contact: ______________
Project type: ______________________ Phone: ________________
Reference 2
GC company name: ____________________ Contact: ______________
Project type: ______________________ Phone: ________________
Bonding capacity (if required): $ ____________________________
SECTION 5 — W-9
────────────────────────────────────────────────────────────
☐ Completed W-9 attached
Legal name on W-9 (must match Section 1 legal entity name exactly):
________________________________________________________________
EIN / SSN on W-9: __ __ __ __ __ __ __ __ __
SECTION 6 — CERTIFICATION
────────────────────────────────────────────────────────────
I certify that the information provided in this form is accurate
and complete to the best of my knowledge.
I agree to notify [GC Company Name] of any material change to my
license status, insurance coverage, or business structure within
10 business days of such change.
I agree to maintain the insurance coverage levels specified in
this form for the duration of any work performed for [GC Company
Name] and to provide updated certificates of insurance upon
request.
Authorized signature: _________________________ Date: _________
Printed name: _________________________________________________
Title: ________________________________________________________
════════════════════════════════════════════════════════════
FOR GC USE ONLY — DO NOT RETURN TO SUBCONTRACTOR
────────────────────────────────────────────────────────────
License verified: ☐ Yes ☐ No Verified by: ____________
COI received: ☐ Yes ☐ No Received: _______________
Endorsements confirmed: ☐ Yes ☐ No
W-9 on file: ☐ Yes ☐ No
EMR acceptable: ☐ Yes ☐ No EMR: ____________________
References checked: ☐ Yes ☐ No Notes: __________________
Approved by: __________________________ Date: ________________
════════════════════════════════════════════════════════════
Tip: Fill in the coverage minimums in Section 3 before you distribute the form. A blank minimum field leaves room for a sub to write in whatever they carry, not what you actually require. Set your minimums by project type and use the appropriate version for each sub.
Subcontractor prequalification checklist
Before approving a sub for work, run through this subcontractor prequalification checklist. Each item corresponds to a field in the form template above — this is the minimum set of checkpoints to complete before a sub steps on site.
Legal entity name matches license and insurance exactly
A name mismatch creates a coverage gap if a claim is filed under the wrong entity.
Contractor license verified in the issuing state's database
Expired or suspended license is a hard stop — do not award work.
License classification covers the scope of work
A residential license does not authorize commercial work in most states.
General Liability limits meet your project minimums (occurrence form)
Confirm per-occurrence and aggregate — not just total.
Workers' Compensation at statutory limits (or exemption documented)
Sole proprietor exemptions require written documentation.
Commercial Auto and Umbrella confirmed (if required)
Umbrella must follow form — confirm explicitly.
Additional insured endorsements required: CG 2010 and CG 2037
Must be on the policy, not just noted on the certificate.
Primary and noncontributory endorsement confirmed
Without it, your own policy may respond first for a loss your sub caused.
Waiver of subrogation endorsed on GL, WC, and umbrella
Prevents the sub's insurer from suing you after paying a claim.
EMR at or below your threshold
Request the carrier letter — do not accept a self-reported number.
W-9 collected and legal name matches form
Legal name on W-9 must match Section 1 exactly.
Two GC references verified (called, not just collected)
Ask whether they would use the sub again on the same scope.
Signed certification returned
Confirms the sub agrees to maintain coverage and notify you of changes.
How often to re-prequalify subs
Prequalification at initial onboarding is a baseline, not a permanent record. A sub who was compliant when you first approved them may not be compliant a year later — their license may have expired, their insurer may have canceled their policy, or they may have had a bad year of claims that pushed their EMR above your threshold.
Annually, at minimum
Set a calendar reminder to request an updated prequalification packet from every sub you have used in the past 12 months. Annual re-prequalification catches license expirations, insurance changes, and safety record shifts before you award them a new project.
When their insurance policy renews
A renewal is an opportunity for the sub to change carriers, reduce limits, or drop endorsements. An updated COI at renewal time is standard — but an updated prequalification confirms the new policy still meets your requirements, not just that a new policy exists.
When they take on a new project type
A sub you have used for residential framing may not carry the insurance limits required for commercial work. A sub you have used for small tenant improvements may not be licensed for the scope of a ground-up build. Re-prequalify when the scope changes meaningfully.
After any license or ownership change
If the individual whose license the company operates under leaves — common with RME/RMO arrangements in California — the company's license may be suspended or in a grace period. Any major ownership or structural change warrants a fresh prequalification.
Prequalification vs. COI collection — they're not the same thing
GC offices that have one but not the other are only half-covered. They work together but serve different purposes.
Prequalification
Happens once — at initial onboarding
Verifies license, company, safety record
Sets coverage minimums on paper
Captures W-9 and references
Gets signed certification
Creates the compliance baseline
COI Collection & Tracking
Ongoing — every policy renewal
Confirms coverage is still active
Verifies endorsements are in place
Tracks expiration dates across subs
Triggers renewal reminders automatically
Monitors the baseline set at prequal
Prequalification without COI tracking means you vetted a sub once and assume everything is still fine. COI tracking without prequalification means you are collecting certificates from subs you have never properly vetted — you know their insurance is current but you have not confirmed their license, their safety record, or who you are actually contracting with. Both are needed.
When to reject a sub based on prequalification
Prequalification exists so you can decline to award work to a sub before you are contractually obligated to them. GC admins often feel pressure to move forward with a sub who is already on-site or who has been referred by someone on the project team. The prequalification form gives you an objective standard to point to.
These are legitimate reasons to reject — or pause — a sub during prequalification:
Expired or suspended license
A hard stop. Do not award work. The liability from work performed without a valid license can be enormous, and in some states the GC is jointly liable for work performed by an unlicensed sub.
License classification doesn't match the scope
A sub licensed for residential electrical is not necessarily licensed for commercial electrical. Verify that the license classification covers the specific work you are awarding.
EMR above your threshold
If your company sets a maximum EMR of 1.0, enforce it. A sub with an EMR of 1.4 has significantly worse-than-average claims history. You can choose to have a conversation with them about their safety program — but the threshold exists for a reason.
Gaps in insurance coverage history
A sub who had a lapse in coverage — even for 30 days — raises the question of why. Was it a payment issue? A carrier non-renewal? A canceled policy after a large claim? Ask the question directly before awarding work.
Unwillingness to provide additional insured endorsements
If a sub's broker says they cannot add CG 2010/2037 endorsements, that is either a carrier restriction or a misunderstanding. Neither makes them a good candidate for your job site. This is a standard request, and any carrier writing commercial construction GL can accommodate it.
Missing or unverifiable references
Two references is a minimum. If a sub cannot name two GCs they have worked with on similar projects, that is notable — especially for commercial work. Call the references they provide.
Legal entity name cannot be verified
If the name on the prequalification form does not match the name on the license or insurance policy, the form is incomplete. Do not proceed until the entity name is consistent across all documents.
Apply your standards consistently. Prequalification standards enforced selectively — applied to unfamiliar subs but waived for long-term relationships — create both liability exposure and legal risk. If your form says EMR must be below 1.1, that standard applies to every sub. Document every exception you grant and the specific reason for it.
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Frequently Asked Questions
What is subcontractor prequalification?
Subcontractor prequalification is the process of vetting a sub before you award them work — not after. It means collecting and verifying their license, insurance, financial stability, and safety record before you hand them a subcontract or allow them on your job site. It is distinct from COI collection, which is ongoing monitoring of credentials you have already verified. Most small GCs skip it and rely on referrals — which works until it doesn't.
What should a subcontractor prequalification form include?
A complete prequalification form covers six areas: company information (legal entity name matching license and insurance exactly, DBA, address, entity type, EIN), license details (number, state, classification, expiration, responsible managing officer), insurance requirements (GL minimums, WC, auto, umbrella, additional insured endorsement types), financial and safety information (EMR, OSHA citations, references), a W-9, and a signed certification that the information is accurate and coverage will be maintained.
How often should I re-prequalify subcontractors?
Annually at minimum. Also re-prequalify when a sub's insurance policy renews (their coverage or endorsements may have changed), when they take on a new scope of work they have not performed for you before, and when there is a material change in their licensing or ownership structure. Prequalification at initial onboarding is a baseline — not a permanent record.
What is EMR and what is a good EMR for subcontractors?
EMR stands for Experience Modification Rate. It compares a contractor's actual workers' compensation claims to what is expected for their industry and size. 1.0 is industry average. Below 1.0 means fewer claims than average — a good sign. Above 1.0 means more claims than expected. Above 1.25 is a significant red flag. Many GCs and owners set a maximum EMR threshold of 1.0 or 1.1 as a condition for prequalification. Request the EMR letter from their insurance carrier — do not accept a self-reported number.
Can I reject a subcontractor based on their prequalification form?
Yes. Prequalification is the mechanism for making that decision before you are contractually committed. Valid reasons to reject a sub include: expired or suspended license, EMR above your threshold, gaps in insurance history, inability to provide additional insured endorsements, unresolved OSHA citations, or no verifiable references. Apply your standards consistently across all subs and document any exceptions with a specific reason.
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