What documents do GCs ask subcontractors for?

Most GCs are trying to answer a few basic questions before they let a trade partner bid, mobilize, or get paid: Is this the right legal entity? Is the company licensed for the work? Is insurance current and sufficient for the project? Is there a safety program? Can the contractor show relevant experience?

The common starting set

• W-9: used for vendor and tax setup. Keep it private and share it intentionally.
• Certificate of insurance: current policy dates, limits, certificate holder, and any required endorsements.
• Business and trade licenses: only where applicable, because requirements vary by jurisdiction and scope.
• Workers’ compensation proof: a certificate or exemption document when applicable.
• Safety program: written policies, training, and jobsite expectations.
• References: recent, relevant projects or customers.
• OSHA records: when the company is covered and the GC or project asks for them.

Documents that are often conditional

Bonding letters, EMR letters, loss runs, financial statements, JHAs, drug-free workplace policies, project-specific safety plans, subcontractor agreements, lien waivers, warranty forms, and diversity certifications can all be requested. They are important in some workflows, but they are not a universal small-contractor packet.

What should not be public by default

A share link is convenient, but convenience should not turn into accidental disclosure. Keep W-9s, banking or ACH forms, signed agreements, lien waivers, private safety records, and financial statements excluded unless you have consciously chosen the recipient and the link.