PublicProof AcademyWorking document
Reviewed Sep 9, 2026
Subcontractor Intake Packet
What you collect before anyone works under your name. Missing pieces here is how a small business inherits somebody else\u2019s liability.
Whether a worker is legitimately a subcontractor or is actually your employee is decided by the IRS and your state, not by what the paperwork calls them. If you control when, where, and how the work is done, you probably have an employee. Get that question answered by a professional before you build a crew.
1. Subcontractor details
| Legal business name | [] |
|---|---|
| Owner name | [] |
| Entity type | [LLC / corporation / sole proprietor] |
| Business address | [] |
| Phone and email | [] |
| EIN or tax ID | [] |
2. Documents collected
| Document | On file | Expires |
|---|---|---|
| Signed W-9 | [] | n/a |
| Certificate of general liability insurance naming us as certificate holder | [] | [] |
| Proof of workers compensation, or a valid state exemption | [] | [] |
| Commercial auto insurance, if they drive for the work | [] | [] |
| Any occupational license the work requires | [] | [] |
| Business registration in this state | [] | [] |
| Signed independent contractor agreement | [] | n/a |
| Background check, if the work requires entry to homes or facilities | [] | [] |
Do not schedule this subcontractor on a job until every line above that applies is on file and unexpired. Set a calendar reminder 30 days before each expiry.
3. Scope and rate
| Type of work | [] |
|---|---|
| Rate | [$AMOUNT] per [hour / job / square foot] |
| Payment terms | [] |
| Who supplies equipment and materials | [] |
4. Standards they agree to
- Follow the quality checklist for every job and submit it the same day.
- Arrive in [DESCRIBE: branded shirt, ID badge, clean vehicle].
- Never solicit our customers directly for the type of work we sent them to do, during the engagement or for [NUMBER] months after.
- Report any damage, injury, or customer complaint to us within [NUMBER] hours, before telling the customer anything about who pays.
- Keep customer information confidential and never post about a job site without written permission.
5. Acknowledgement
The subcontractor confirms it operates its own independent business, controls how the work is performed, carries its own insurance, and is responsible for its own taxes and its own workers.
Subcontractor signature and date
Our signature and date
Before you use this: This is a working starting point, not legal, tax, or insurance advice. Read every line, replace every bracketed field, delete what does not apply to you, and have anything you are unsure about reviewed by a qualified professional in your state before you sign it or send it to a customer.