Contractor onboarding checklist

Full name and date of birth

National Insurance number

Current home address

Passport or photo driving licence

A clear copy of the photo page or card.

Right-to-work check / share code

UK/Irish citizens can use a passport; other nationals need a share code from gov.uk.

Emergency contact name, relationship and phone number

Registered company name

Company registration number (CRN)

Registered office address

VAT registration status and VAT number

If VAT registered, provide the VAT number. If not, confirm turnover is below the threshold.

Unique Taxpayer Reference (UTR)

The 10-digit UTR for the company or self-assessment.

Business bank details

Account name, sort code and account number in the company name.

Public liability insurance

Usually £5m or £10m for site work. Check expiry date and policy schedule.

Employer’s liability insurance

Required if the company has employees, even one. Minimum £5m by law.

Professional indemnity insurance

Recommended for design, consultancy or any advice-led work.

Vehicle insurance (business use)

Confirm the policy covers commuting and site travel.

Written contract for services

Not a contract of employment. It should describe the project, deliverables and duration.

Outside IR35 status confirmation

End client or agency provides an SDS; keep a copy on file.

Substitution clause

The right to send a suitably qualified substitute.

Control and mutuality of obligation check

The contractor decides how work is done, when it is done and is not obliged to accept further work.

No employee benefits

Confirm the contractor is not receiving holiday pay, sick pay or pension auto-enrolment from the client.

Trade qualifications

NVQ, apprenticeship certificates or equivalent competency evidence.

CSCS / ECS card

Valid card for the role and site type.

Health & Safety training

Site induction, asbestos awareness, manual handling, working at height, etc.

Electrical or specialist tickets

ECS, 18th edition, COMPEX, confined space or other role-specific cards.

Up-to-date CV or work history

Two recent client or agency references

Include contact name, company, phone and email.

Examples of similar contracts completed

Helps demonstrate relevant experience for the project.

Owned tools list

A schedule of major tools owned by the company.

PAT test certificates

Where required for powered tools and leads.

Calibration certificates

For test meters and calibrated equipment.

Personal protective equipment (PPE)

Hard hat, hi-vis, safety boots, gloves, eye/ear protection as required.

Full driving licence (front and back copies)

Vehicle make, model, colour and registration

MOT certificate and expiry date

Road tax expiry date

Vehicle compliance notes

ULEZ, emissions, parking permits or site access restrictions.

Risk assessments

Generic and task-specific risk assessments.

Method statements

Step-by-step safe systems of work for the tasks being carried out.

Environmental considerations

Waste disposal, spill control and site-specific rules.

DBS check

Only if working in schools, hospitals or other regulated settings.

Purchase order (PO) or contract value

Confirm the PO number, rate and expected payment terms.

Agreed payment terms

Common terms are 7, 14 or 30 days from invoice.

Invoice template and process

Invoice in the company name, including VAT if applicable.

CIS status (if construction industry)

Confirm gross or net payment status with HMRC if CIS applies.