One link per list
Make an "Approved subcontractors 2026" link, or one per trade package. Each has its own questions, its own documents and its own public link, carrying your logo and colours on your own subdomain.
For main contractors, developers & procurement teams
Pre-qualify contractors without chasing insurance certificates and accounts by email.
A pre-qualification questionnaire is only as good as the documents behind it, and those are the part that never arrives together. Intaky sends each contractor one link for the questions, the certificates and the declarations, with reminders that go out on their own and a view of exactly what each contractor still owes.
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What documents do you need from a contractor for pre-qualification?
The core documents are the company registration certificate, capability certificates or trade licences, a current liability insurance certificate and the last two years of financial statements. Many buyers also ask for the written health and safety policy, reference letters or completion certificates from past clients, and qualification certificates for the people who would lead the work. Alongside those, a pre-qualification asks for:
- the trades or disciplines covered and the number of employees;
- recent comparable projects with client, value and year, the largest single contract, and references you may contact;
- the named safety officer, any safety accreditation such as ISO 45001, and reportable incidents in the last three years;
- annual turnover and the amount of liability cover;
- a declaration that the signatory is authorised, that everything is accurate, and that the contractor will follow your site health and safety rules.
Intaky’s contractor pre-qualification template asks for exactly these. For suppliers who are not contractors, see the vendor onboarding checklist.
Why contractor pre-qualification stalls
- The insurance certificate on file is the one that expired in March, and nobody noticed until the contractor was on site.
- The questionnaire is a long Word document that every subcontractor fills in differently and sends back as a scan.
- The accounts come from the finance director, the safety policy from the office manager and the references from someone else, in three separate emails.
- A week before a tender, nobody can say which firms on the approved list have sent everything.
The judgement is whether a contractor is fit for the job. The admin is holding the thread between what you asked for, what has turned up and who still owes a certificate — and Intaky is built to hold that thread instead of you.
The contractor pre-qualification template
A starter pack for construction and trade contractors applying as companies. Each document sits next to the questions it evidences, and nobody is asked again for the name and email they gave when they signed up. The company side ends with declarations, and each invited person confirms their own answers. Everything below can be renamed, removed or added to in the form builder, so an approved-supplier list and a single trade package can be two different links from the same workspace.
Contractor — questions
- Company detailsRegistration number, registered address, trades or disciplines, number of employees. Documents: business registration, capability or licence certificates
- Experience & key personnelRecent comparable projects with client, value and year, largest single contract, client references, proposed site manager or lead engineer. Document: project reference letters
- Health & safetyWritten health and safety policy in place, named safety officer, safety accreditation held, reportable incidents in the last 3 years. Document: health & safety policy
- Financial standing & insuranceAnnual turnover for the last financial year, liability insurance coverage amount. Documents: liability insurance, financial statements
- Authorisation & declarationsAuthorised to act for the business, information and documents are accurate, agreement to your site health and safety rules and contractor requirements
- Your qualificationsFilled in by each invited person, the manager included: professional qualifications and years of experience where relevant, their own accuracy declaration. Document: qualification certificates
Contractor — documents
- ✓ Business registration Required
- ✓ Capability / licence certificates Required · several files
- ✓ Project reference letters Optional · several files
- ✓ Health & safety policy Optional
- ✓ Liability insurance certificate Required
- ✓ Financial statements, last 2 years Required · several files
- ✓ Each person’s qualification certificates If applicable · several files
The company side is filled in by the person managing the application; each invited site manager, engineer or director only fills in their own qualifications. Accepts PDF, Word, Excel and photos up to 10 MB each, and a document request can allow several files, so every trade licence goes in as one item.
How it runs for a buyer
Send it, and let them bring their people
Give the link a due date and a reminder interval; Intaky nudges the contractor every few days in working hours and stops after six. The person managing their application invites the site manager and engineers, who each add only their own qualifications.
Accept, or send one certificate back
When an insurance certificate has lapsed, reject that one item with a note; everything already accepted stays locked. Export the finished case as a PDF, or let a signed webhook push it to your own systems when you approve it.
Questions about contractor pre-qualification
What should a contractor pre-qualification questionnaire include?
Company registration, trades and licences, recent comparable projects with client references, the proposed site manager, the health and safety policy, safety accreditation and reportable incidents, turnover and liability insurance, and a signed declaration that the contractor will follow your site rules. Intaky's contractor template starts with all of these, and you can rename, remove or add to any of them.
How do I collect insurance certificates and accounts from subcontractors?
Send each subcontractor one pre-qualification link with a due date. They upload the insurance certificate, two years of financial statements and their licences against the questions they support, and Intaky reminds them every few days, only during working hours in your timezone, stopping after six reminders.
How do I get qualification certificates from a contractor's site manager and engineers?
The person managing the contractor's application invites each of them by email. Each person fills in only their own qualifications and years of experience and uploads their own certificates, while the manager answers the company questions and can see who has not finished yet.
What happens when a contractor sends an out-of-date insurance certificate?
You reject that one item with a note asking for the current certificate. The contractor sees the note and replaces only that item; everything you have already accepted stays locked.
Can we re-qualify contractors every year?
Yes. Each year's pre-qualification is its own case, started from the same link. A contractor can have one open case per link at a time, so once last year's case is closed they start a fresh one, and you keep last year's case on file.
Can the result go into our procurement or supplier system?
A signed webhook can send an approved case to your own systems, and each case exports as a PDF summary with the documents attached. Intaky has no built-in connection to any particular procurement product.
Does Intaky check a contractor's insurance, accounts or safety accreditation?
No. Intaky collects the documents and the contractor's declarations; your team reviews them and confirms cover, financial standing or accreditation with the insurer, the accounts or the scheme. It does not track certificate expiry dates, so check the dates when you accept each item.
Other industries: all industries · KYC & vendor onboarding · insurance brokers · franchisors
Try it on one contractor this week.
Build the questionnaire once. If the certificates arrive without chasing, send it to the whole list.
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