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COI, W-9 & License Request Email Generator

A clear subcontractor document request names the project, lists each required item, sets a due date, and explains that receipt is still subject to review. Generate an initial email and a concise follow-up without uploading documents or connecting your inbox.

REQUEST SETUP

Describe the request

Subcontractor or companyProject nameYour companyRequested due dateTone

Documents to requestSelect only what your team actually needs.Current certificate of insurance (COI)Current signed Form W-9Applicable contractor or trade licenseWorkers’ compensation evidence or applicable exemption documentationRequired safety program or training documentationSigned subcontract, work order, or required agreement

Additional document

Email sending is not included.

GCProof drafts text for you to review and copy into your approved email system. The entered names stay in this browser.

01 · INITIAL REQUESTDocuments requested for Upcoming Project

Hello Trade Partner team,

We are completing the onboarding file for Trade Partner on Upcoming Project.

Please send the following by the requested deadline:
• Current certificate of insurance (COI)
• Current signed Form W-9
• Applicable contractor or trade license

If an item does not apply, please reply with that information so our team can route it for review. Please do not email sensitive personal, tax ID, policy number, or banking information unless you are using an approved secure process.

Thank you,
Your General Contractor

02 · FOLLOW-UPFollow-up: outstanding documents for Upcoming Project

Hello Trade Partner team,

Following up on the outstanding onboarding documents for Upcoming Project.

Our working list still includes:
• Current certificate of insurance (COI)
• Current signed Form W-9
• Applicable contractor or trade license

Please send the applicable items by the requested deadline, or let us know who should own the follow-up. Receipt of a document does not mean it has been approved; our responsible reviewers will confirm the final status.

Thank you,
Your General Contractor

CLEAR REQUESTS, RESPONSIBLE REVIEW

Separate administrative follow-up from document approval.

The generated language makes the request easier to act on while reminding the recipient that sending a document does not create an approval decision.

Adapt every request to your contract, project, jurisdiction, secure-transfer policy, and the instructions of qualified tax, insurance, licensing, safety, or legal reviewers.

COMMON QUESTIONS

About subcontractor document requests

How do I ask a subcontractor for a COI and W-9?

Name the project, list each requested document separately, give a clear due date, explain how to respond when an item does not apply, and state that receipt is still subject to your team’s review.

Does GCProof send the email?

No. The generator drafts an initial request and follow-up for you to review, copy, and send through your company’s approved email system.

Should a subcontractor email sensitive tax or insurance data?

Use your organization’s approved secure process for sensitive information. The draft explicitly warns against sending tax IDs, policy numbers, banking details, or sensitive personal information through an unapproved channel.