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Subcontractor Information Form Template

Easily Collect Key Details from Your Subcontractors

Finding the right information from subcontractors can be a daunting task. Our Subcontractor Information Form Template helps you streamline the onboarding process and collect essential details in one go. This template is perfect for contractors seeking to gather necessary qualifications, contact information, and work history, ensuring smooth collaboration and compliance. Improve project management, reduce administrative tasks, and enhance communication with your subcontractors. Try the live template to see the benefits firsthand.

Use this Template (FREE) Live Preview
Legal business name
Primary contact name
Contact email
Contact phone
Business address
Business structure
Sole proprietorship
Partnership
LLC
Corporation
Joint venture
Other
Please Specify:
Brief description of services
Earliest available start date
Primary trade(s) offered
Please Specify:
Do you hold the required licenses for your trade?
Yes
No
List license number(s), issuing state(s), and expiration date(s)
Do you carry general liability insurance?
Yes
No
Do you carry workers compensation insurance?
Yes
No
Do you have a written safety program?
Yes
No
Maximum crew size available
1-2
3-5
6-10
11-20
21+
Typical mobilization time after notice to proceed
24-48 hours
3-5 days
1-2 weeks
2+ weeks
Varies by project
Typical project types you perform
Residential
Commercial
Industrial
Healthcare
Education
Public/Institutional
Infrastructure
Other
Please Specify:
Recent client reference company
Reference contact email
Typical subcontract value range
Under $10k
$10k-$50k
$50k-$250k
$250k-$1M
Over $1M
Accepted payment terms
Due on receipt
Net 15
Net 30
Net 45
Net 60
Milestone/progress billing
Other
Please Specify:
Authorized representative signature
Date
I certify that the information provided is accurate and complete
Strongly disagree
Disagree
Neither
Agree
Strongly agree
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paper art illustration featuring a subcontractor information form for FormCreatorAI article

When to use this form

Use this form when you hire trade partners, freelancers with crews, or vendor technicians for project-based work. It helps you capture the legal business name, tax details, insurance, licenses, scope, rates, and payment preferences in one place. Project managers use it during onboarding to verify coverage and schedule start dates. Accounting uses it to set up the vendor record and pay invoices on time. If you also need tax IDs or W-9 info, pair it with the Tax information form. The result: faster starts, fewer compliance gaps, and cleaner 1099s at year-end.

Must Ask Subcontractor Information Questions

  1. What is your legal business name and entity type (sole proprietor, LLC, corporation)?

    This ensures contracts, insurance certificates, and 1099s show the correct party. It also helps us apply the right tax and compliance rules for your business.

  2. Do you operate as an independent business (set your own schedule, use your own tools, and work for other clients)?

    This documents that you run your own operation, which reduces misclassification risk. If you need a dedicated intake for freelancers, use the Independent contractor information form to gather more detail.

  3. What is your tax ID (EIN or SSN) and do you have a current W-9?

    Collecting this up front speeds vendor setup and prevents delays at year-end. It also ensures we issue payments and 1099s to the correct taxpayer.

  4. Do you carry required insurance (general liability and, if applicable, workers compensation)? Include carrier, policy number, and expiration date.

    Documented coverage protects both parties and may be required by clients or the jobsite. Expiration dates help us track renewals and avoid lapses.

  5. What are your rates, payment terms, and preferred payment method?

    Agreeing on rates, NET terms, and method up front prevents billing disputes. It also aligns with accounting workflows, and vendor setup can mirror the Accounting client intake form.

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