Contractor Safety Prequalification Checklist

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11 critical items still open - these are the highest-risk gaps.

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Safety performance records

Recordable incident rate for the last three years is provided and reviewed against your thresholdCRITICALExperience modification rate or equivalent insurer rating is providedFatalities in the last five years are disclosed with a summaryCRITICALRegulatory citations and penalties from the last three years are disclosedDays away, restricted or transferred rate is providedIncident investigation approach is described with an example

Insurance and legal

Current certificate of insurance for general liability matches contract limitsCRITICALWorkers compensation or statutory injury cover is in force for all workers on siteCRITICALAuto liability and umbrella cover are in place where vehicles are usedInsurance names your company as additional insured where requiredIndemnity and safety clauses are in the contract or purchase order

Safety management system

Written safety program exists and has a named responsible managerCRITICALHazard assessment or job safety analysis is done for the scope of workCRITICALEmergency response and first aid arrangements are defined for the workSubcontractors are managed under the same requirementsAlcohol and drug policy is provided where your site requires itSafety meetings, toolbox talks and inspections are documented

Training and competence

Workers hold required licenses or certificates for the trade, for example electrical, crane or weldingCRITICALFall protection, confined space and lockout tagout training records for relevant workersCRITICALHazard communication training covers site chemicalsSupervisors have completed a recognized safety courseLanguage support for the workforce is arranged for safety briefings

Site rules and permits

Site orientation is completed by every worker before first entryCRITICALHot work, confined space and electrical work permits are agreed in advanceCRITICALContractor follows host lockout tagout and the group lockout method is agreedRequired PPE is specified and supplied by the contractorEquipment brought on site is inspected, for example ladders, lifts and cordsSite contact and stop-work authority are clear to all workersCRITICALChemicals and waste brought on site have SDS and a disposal plan

Approval and review

Evaluator and date recorded, with decision: approved, approved with conditions or rejectedApproval period is set and a reminder for renewal is in placeContractor performance is reviewed after the job and added to the fileApproved contractor list is updated in your vendor master

Do not approve a contractor with unresolved critical items. Approve with conditions only when each condition has an owner and a date.

Contractor compliance in your vendor master

Optional: a short talk on holding contractor insurance and approval status in your ERP so purchasing can enforce it.

Optional. The tool and every export work without this. No spam.

How to use it

Send the contractor a short questionnaire built from the items, collect the evidence they provide, and tick each item you have verified. Items marked critical should be resolved before approval. For high-risk work such as confined space entry, hot work, work at height or electrical work, ask for the specific procedures and competence evidence, not only the generic program.

Reading the safety record

Incident rates are most useful over three years and compared with the contractor's industry average, not an absolute number. A small firm with few hours can show a very high or zero rate by chance, so ask about near-miss reporting and leading indicators too. Check that the figures are for the same legal entity that will work on your site, and that the most recent period is complete.

Use rate trends, not a single year
Ask for hours worked next to the rates
Ask how near misses are reported and closed
Verify insurance with the insurer, not only the certificate

Common mistakes

Approving on price alone, accepting a certificate that has expired, skipping orientation for short jobs, and forgetting that subcontractors of the contractor are on your site too. Another is no clear owner after approval: assign a site sponsor who checks the work in progress and has stop-work authority. Re-qualify on an annual cycle, and after any serious incident.

Frequently Asked Questions

What incident rate should I require?

There is no universal cut-off. Many companies compare the contractor's recordable rate with the industry average for the trade and ask for explanation above it. Set the threshold with your safety leadership and apply it consistently.

Do I need prequalification for a short job?

A lighter version is still wise. Even for a one-day job, check insurance, competence for the task, a hazard review, and give a site orientation. High-risk tasks need the full process regardless of duration.

Who is responsible for contractor safety?

Both parties. The contractor is responsible for its workers and methods, and the host employer has duties for the site hazards and for coordination. Under many laws the host cannot hand off safety simply by using a contractor.

How long does approval last?

Commonly one year, with earlier review after an incident, a change of ownership or a change of scope. Align the date with insurance renewal so one reminder covers both.

If you want contractor status, insurance expiry and permit requirements visible in the ERP vendor master and purchasing flow, we can help set that up.

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