The documents GCs commonly ask small contractors to keep ready—plus what each item is for.
| Document | Category | What it helps show |
|---|---|---|
| W-9 | Tax and vendor setup | Usually requested before payment or vendor onboarding. Keep it private and share intentionally. |
| Certificate of insurance | Insurance | Current limits, policy dates, certificate holder, and any endorsements the GC requests. |
| Workers’ compensation proof | Insurance | Certificate or exemption documentation when applicable to your company and jurisdiction. |
| Business license | Licensing | City, county, or state business registration when applicable. |
| Trade license or certification | Licensing | Trade-specific license numbers, certificates, or registrations when applicable. |
| Safety manual or program | Safety | Written safety policies, training approach, and jobsite expectations. |
| OSHA records | Safety | OSHA 300/300A/301 records or equivalent when your company is covered and a GC requests them. |
| Project references | Experience | Three recent, relevant projects or customers with permission to be contacted. |
| Bonding letter | Financial | Include when a project, owner, or GC requests bonding capacity. |
| Company profile | Company information | Trade, service area, contacts, years in business, and a concise capabilities summary. |
| Custom project documents | Project-specific | Subcontractor agreements, lien waivers, warranty forms, JHAs, or other requested files. |
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