Contractor Onboarding Checklist

A supplier record and a site instruction serve different purposes. Keep the supplier's general information available, then check what is needed for the particular work. An existing relationship does not make every new task identical.

• Record the contractor's correct business name and responsible contact.
• Describe the work, location, intended result and agreed scope.
• Identify who can issue instructions and authorise a change.
• Confirm the commercial reference and required completion documents.

Identify the skills, equipment and specialist competence the task requires. Review the relevant supporting information and clarify gaps before the work starts. Check that the proposed team and method match the job rather than relying only on a company-level description.

HSE's Using contractors guidance explains that the client and contractor need to understand their responsibilities, exchange relevant information and coordinate the work.

Give the contractor the approved access route, contact details, site rules and relevant information about hazards and other activities. Identify arrangements for isolations, permits or controlled areas where they apply to the task. The people responsible for those arrangements need to be known before attendance.

Include opening hours, delivery restrictions, occupied areas and the route for reporting an unexpected condition. A contractor arriving with the right materials still cannot proceed effectively if access or an essential authorisation is missing.

Set the progress-update route and explain how findings, delays and proposed changes are reported. Identify the client decision-maker for additional work. Keep the updated instruction with the job record so all parties are acting on the same scope.

If several suppliers are involved, identify the handover between them. State who confirms that the next activity can begin and what information passes forward.

Specify the information required for this task: work undertaken, findings, outstanding actions, relevant photographs, test records or documents. Agree how these are returned and reviewed.

Do not leave completion expectations until the invoice arrives. It is harder to recover useful evidence after the people and equipment have left the site.

When the work ends, confirm the site handback, remaining actions and any access that must be removed. Retain the appropriate job history and record changes to assets or service requirements.