Before a Subcontractor Starts: Build an Insurance File You Can Actually Use
Quick answer: A subcontractor insurance file should match the actual company, trade, contract and work dates. Collect the certificate and required endorsements, then resolve discrepancies before mobilization. A certificate summarizes insurance information; it does not create the coverage your subcontract requires.
Match four things first
| Check | Mismatch to investigate |
|---|---|
| Legal entity | Contract names one company; policy names another |
| Operations | Declared trade does not describe the assigned work |
| Dates | Policy expires before the subcontract finishes |
| Endorsements | Contract asks for protection absent from supplied forms |
Read what the contract requests
Additional insured, completed operations, primary/noncontributory wording and waiver of subrogation are different requests. Ask the broker to compare them with actual endorsements. Some forms depend on a written contract or restrict covered work and parties.
Make follow-up an operating process
Assign an owner and expiration reminder. Revisit the file when the subcontractor changes entities, adds a lower-tier subcontractor or expands its scope. Save replacement documents alongside the earlier versions so an incident can be matched to the work period.
Check your own conditions too
Your policy may contain subcontractor-related conditions or rating provisions. Review them before assuming the subcontractor's coverage eliminates your exposure. A complete file improves the evidence available for review; it is not a guarantee that a claim will be defended or paid.