CertCairn / Field guide

Prepare a cleaner subcontractor record.

A practical starting point for gathering the documents and details you want close at hand before you add a subcontractor to your register.

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01 / Gather the essentials

Keep the useful details together.

Use the list below as general organizational preparation information. It follows the three document categories CertCairn supports for subcontractor records.

Record type

Insurance certificate

Gather the certificate you want to keep with the subcontractor record.

  • Use a clear document title, such as the coverage or certificate name.
  • Note the issuer or provider and any policy or reference number shown on the document.
  • Capture the issue and expiration dates, then add a note for anything you want to revisit.
  • Have a readable PDF or image ready to attach.

Record type

License

Prepare the license record and the identifying details you want to find later.

  • Give the record a useful title that identifies the license or trade.
  • Record the issuing authority and reference number when they are shown.
  • Add the issue and expiration dates if the document includes them.
  • Keep a legible file ready, with notes for context that matters to your team.

Record type

W-9

Keep the completed W-9 alongside the subcontractor record it belongs to.

  • Use a title that makes the form easy to recognize in your register.
  • Add the provider or issuer details you use to identify the record.
  • Include a reference number or dates only when they are relevant to your record.
  • Check that the file is readable before attaching it, and add a short note if helpful.

02 / Make it findable

A small set of fields does a lot of work.

Before you start, collect the details you will want when someone asks, “Which record are we looking at?”

Document title
A name you can scan quickly in the record list.
Provider or issuer
The organization or person associated with the document.
Reference number
A policy, license, or other reference shown on the document.
Issue and expiration dates
Dates to keep visible when the document includes them.
Notes
A short reminder for the next person reviewing the record.
File readiness
A readable PDF or image ready to upload and review.

A note on using this checklist

General organization information

This checklist is for general organizational preparation only. Requirements vary by project and jurisdiction, so use your own professional or official guidance for your situation.

03 / Ready when you are

Turn the pile into a record you can use.

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