Packet cover and contacts
- Project name, number, address, anticipated start date, and awarded scope
- General contractor project executive, project manager, superintendent, accounting, safety, and document contacts
- Subcontractor project manager, field supervisor, accounting, safety, and emergency contacts
- One response deadline and a method for raising questions or explaining non-applicable items
Commercial and accounting section
- Executed subcontract, work order, exhibits, and acknowledged scope documents
- Billing schedule, pay application instructions, change-order procedure, and lien-waiver process
- Current signed Form W-9 collected through the organization’s approved secure method
- Accounting contact and approved payment setup steps; do not request bank credentials in an ordinary email packet
Insurance, licensing, and business evidence
- Project-specific insurance evidence requested by the contract or authorized reviewer
- Applicable contractor or trade license details and issuing authority
- Registration or good-standing evidence only when required by the governing process
- Separate fields for received date, reviewer, reviewer decision, expiration date, and unresolved exception
Safety and site coordination
- Project safety requirements, reporting channels, and designated safety contacts
- Site orientation, access, badging, parking, deliveries, housekeeping, and emergency procedures
- Applicable competent-person, training, plan, or hazard-communication coordination identified by the safety team
- Acknowledgement that workers can report hazards and concerns through the stated process
Mobilization handoff
| Readiness area | Owner | Decision / evidence |
|---|---|---|
| Contract and scope | Project management | Executed and exceptions resolved |
| Accounting setup | Accounting | Required setup complete |
| Insurance review | Authorized reviewer | Decision recorded |
| Licensing | Designated reviewer | Applicability and status recorded |
| Safety / orientation | Safety and field team | Required steps complete |
| Site logistics | Superintendent | Start plan coordinated |
BUILD THE WORKING CHECKLIST
Turn this packet outline into a project-specific onboarding checklist.
Use the free checklist generatorCommon questions
What is the difference between a prequalification form and an onboarding packet?
Prequalification supports a decision about whether a firm may be suitable before award. Onboarding coordinates a selected firm’s contract, documents, reviewers, project setup, and mobilization steps after award.
Should a completed W-9 be emailed with the packet?
Use the secure collection method approved by your organization. Form W-9 contains sensitive taxpayer information and should not be routed through an unapproved general-purpose workflow.
Does completing the packet mean a subcontractor is ready to work?
Not automatically. Readiness should be an explicit human decision based on the applicable contract, project, safety, insurance, licensing, accounting, and field requirements.
Primary references
IRS Form W-9 information · OSHA construction safety program guidance · SBA licenses and permits guidance
Adapt this packet to your company policy, contract, project, trade, and jurisdiction. It is not legal, tax, insurance, licensing, financial, or safety advice.