Contractor approval checklist. A printable checklist for approving a contractor onto an estate — insurance, accreditation, competence for the actual work, and what they have to produce before anybody sets foot on site.
This is the paper version. FacilityOptix does the same job on a phone, with the record filed against the building and the asset automatically.
What is on the sheet
- Company details, the work they are being approved for, and the buildings it covers
- Insurance, with expiry dates and a note of what the contract requires
- Accreditation and trade body membership, recorded as what it verifies
- Competence for the specific work, including any licence or registration the trade requires
- Health and safety arrangements, accident history and enforcement history
- What must be in place before first attendance: RAMS, permits, asbestos register issued, induction, and a review date
Why this record matters
Approving a contractor is two questions that get collapsed into one. The first is whether the company is a reasonable organisation to engage; the second is whether they are competent for this particular work. A firm with faultless paperwork can be entirely the wrong firm for a specialist job, and accreditation does not distinguish them.
Trade-specific registration is where the second question usually gets answered. Gas, electrical and refrigerant work each have their own regimes, and a contractor's general accreditation says nothing about whether the individual turning up holds what the work requires.
Issuing the asbestos register before first attendance is on this checklist rather than buried in site rules because it is the single most consequential thing an estate hands a contractor. The duty is to make the information available to anybody liable to disturb the fabric, and 'it was available if they had asked' is not that.
The review date matters because approval decays. Insurance lapses, accreditation expires, the competent individual leaves, and an approved-contractor list that is never revisited is a list of who was approved at some point in the past.
Use it with
- Permit to workA printable permit to work for contractors on an estate — hot work, electrical isolation, confined space, roof access and work that could disturb asbestos.
- Asbestos register and management planA printable asbestos register and management plan pro-forma — what is known to be present or presumed, its condition, who has been told and what happens before any work starts.
- PPM schedule templateA printable planned preventive maintenance schedule — what is attended, when it is next due, who does it and what evidence comes back.
- Work order formA printable work order — what was reported, what was actually found, what was done, what it needs next and the sign-off that closes it.
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© 2026 FacilityOptix. Free to print, copy and use in your business. Not for resale. Please keep this notice.
Contains public sector information licensed under the Open Government Licence v3.0. General guidance, not legal advice. Checked October 2026.