Most compliance gaps trace back to the same root cause: something wasn't collected before the sub started, and by the time anyone noticed, the work was already underway.
Before the first day on site
- A signed subcontract or purchase order defining scope, and stating the insurance and licensing requirements the sub must meet.
- A current certificate of insurance naming the GC as additional insured, with limits that meet or exceed the contract's requirements.
- A license number, verified against the relevant state or local board — not just taken at face value from the sub's paperwork.
- A completed W-9 for tax reporting.
Depending on the scope of work
- Workers' compensation coverage or a documented exemption, where the sub's state allows one.
- A waiver of subrogation, if the GC's own insurer requires it as a condition of coverage.
- Safety documentation — OSHA training records, a site-specific safety plan, or trade-specific certifications for higher-risk work.
The habit that actually prevents problems
None of this is complicated in isolation. What causes gaps is doing it inconsistently — collecting a COI for some subs and not others, or checking a license once and never again as it approaches renewal. The subs worth worrying about are rarely the ones who ignore the request; they're the ones whose coverage quietly lapses six months into a project nobody is still watching.