Subcontractor Vetting & Selection Template
A ready-to-use subcontractor vetting and selection template for construction. Score and compare subcontractors consistently.
Subcontractor Vetting
Excel Spreadsheet
Free to download and use
Template Contents
What this template includes
Covers the key areas of pre-qualification used by main contractors across the UK, with a weighted scoring matrix for consistent, defensible selection decisions.
Download Template- Company information section covering registration, address and key contacts
- Insurance certificates with type, insurer, cover level and expiry date fields
- Health and safety accreditations covering CHAS, Constructionline and equivalent schemes
- Financial standing section with turnover, years trading and credit reference fields
- Scoring matrix for comparing multiple subcontractors against consistent weighted criteria
Construction Basics
What is subcontractor vetting?
Subcontractor vetting (also called pre-qualification or PQQ) is the process by which a main contractor assesses a subcontractor's suitability before inviting them to tender or appointing them to carry out works.
The assessment typically covers financial standing, insurance cover, health and safety accreditations, relevant experience, references and quality management systems. The depth of vetting required usually scales with the value and risk of the package.
A structured vetting process protects the main contractor from appointing financially unstable or inadequately insured subcontractors, reduces the risk of H&S failures on site, and demonstrates due diligence to clients and insurers.
Most main contractors maintain an approved subcontractor list and re-vet subcontractors periodically to ensure information remains current. Insurance certificates typically require annual renewal and accreditations lapse if not renewed.
Use Cases
When to use this template
Main contractors building and maintaining an approved subcontractor list
A structured vetting template ensures every subcontractor on your approved list has been assessed on the same basis, with expiry dates tracked so accreditations do not lapse unnoticed.
Procurement teams running competitive tender processes
Using a scoring matrix means tender decisions are made on objective criteria rather than familiarity. The completed matrix provides a defensible record of the selection rationale.
QS teams managing risk on high-value subcontract packages
For packages above a certain value, a documented vetting process is essential. It protects the business if a subcontractor defaults and demonstrates due diligence to insurers and clients.
The Limits of Spreadsheets
The problem with managing subcontractor vetting on spreadsheets
This template works well for small approved lists. As the number of subcontractors and projects grows, the risks of manual management increase significantly.
Expired certificates not caught until it is too late
Insurance and accreditation certificates expire. Without a system tracking expiry dates, it is easy to continue working with a subcontractor whose cover has lapsed, creating significant liability.
Inconsistent vetting across different buyers
When vetting is done differently by different members of the team, the quality of your approved list is uneven. Some subcontractors get through without proper checks; others face unnecessary barriers.
No audit trail for the selection decision
If a subcontractor underperforms or causes a loss, you may need to justify why they were appointed. Without a documented selection process, that justification is hard to produce.
StoneRise Procurement
How StoneRise manages the subcontractor database
StoneRise Procurement includes a structured subcontractor directory with built-in vetting workflows. Insurance certificates and accreditations are stored against each subcontractor with automatic expiry alerts.
Subcontractor performance is tracked across every package, feeding into future selection decisions with real data rather than gut feel.
When a package goes to tender, the approved list is filtered automatically by trade, accreditation and performance, so the right subcontractors are invited every time.
Automatic certificate expiry alerts
Insurance and accreditation expiry dates tracked per subcontractor. Alerts sent before they lapse.
Performance-linked selection
Subcontractor scores from previous packages inform future selection. Poor performers are flagged before they are invited again.
Structured approval workflow
New subcontractors go through a defined vetting process before being added to the approved list.
Free Download
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- Excel format, ready to use immediately
- Covers insurance, accreditations, financials and scoring
- Works for main contractors and procurement teams
Subcontractor Vetting Template
Free Excel download