Construction compliance guide

What Documents Do Subcontractors Need for Site in the UK?

Everything a subcontractor needs to have ready before stepping on site. Your RAMS, insurance, cards, and competency evidence — explained in plain English.

Nicola Dobbie·Founder, The Site Book

TL;DR

At minimum, you need your own RAMS, public liability insurance, employers’ liability insurance (if you employ anyone), and valid CSCS cards.
The principal contractor will also want your company H&S policy, COSHH assessments, and evidence of specialist training or accreditation.
You will need to complete the site induction and sign off to confirm you have understood the site rules and emergency procedures.
Having your documents ready and well-organised is the fastest way to build a good reputation with principal contractors.

In this guide

Why do subcontractors need so much paperwork?

It can feel like the paperwork requirements for getting on site have spiralled out of control. Twenty years ago, you might have turned up, had a chat with the site manager, and cracked on. Today, you are expected to produce a folder of documents before you even see the job.

The reason is straightforward: the Construction (Design and Management) Regulations 2015 place clear duties on principal contractors to ensure that every contractor on site is competent and has adequate health and safety arrangements. If a principal contractor lets you on site without checking your documentation and something goes wrong, they are liable. So they check.

From your perspective as a subcontractor, having your documents in order is not just about ticking boxes. It is the single fastest way to demonstrate professionalism and win repeat work. The subcontractor who can send over a complete documentation pack within 24 hours of being awarded a job will always be preferred over the one who is still chasing insurance certificates the day before they are due to start.

Here is everything you need, broken down document by document.

What RAMS do subcontractors need to provide?

As a subcontractor, you must provide your own risk assessment and method statement (RAMS) for the specific work you are carrying out. This is separate from the principal contractor’s construction phase plan — your RAMS covers your trade activities and the hazards associated with them.

Your RAMS must be site-specific. That means it should reference the actual site, the actual conditions, and the actual work you will be doing. A generic “brickwork RAMS” pulled from a template is not good enough. It needs to address the specific hazards on this particular project: Is there a road next to the working area? Are there overhead power lines? Is the access restricted? Are other trades working directly above or below you?

Most principal contractors will review your RAMS before approving your start date. They are checking that your assessment covers the relevant hazards, that your control measures are adequate, and that your method of work does not conflict with other activities on site. If they ask for changes, make them promptly — it shows you take safety seriously.

For a detailed breakdown of what goes into a RAMS, see our complete guide to RAMS. The key point is that it must be yours, it must be site-specific, and it must be submitted before you start work.

What insurance certificates do subcontractors need?

Insurance is typically the first thing a principal contractor checks, and the most common reason subcontractors are turned away from site. You need two types:

Employers’ liability insurance (EL)

Required by law if you employ anyone — including apprentices, casual labourers, and labour-only subcontractors who HMRC classes as your employees. The legal minimum is £5 million cover, though most policies provide £10 million. You must be able to produce a current certificate on demand. If you are a genuine sole trader with no employees, you are exempt from this requirement, but be absolutely certain of your employment status before relying on this exemption.

Public liability insurance (PL)

Not legally mandatory, but effectively essential for any subcontractor working on construction sites. This covers damage to third-party property and injury to members of the public caused by your work. Most principal contractors require a minimum of £1 million, with £5 million increasingly common for anything beyond basic low-risk work. Check the subcontract terms or pre-qualification documents for the required level of cover — turning up with £1 million when the contract requires £5 million will not get you through the gate.

Keep digital copies of your insurance certificates on your phone or in cloud storage so you can produce them instantly. Check the expiry dates regularly — an expired certificate is as useless as no certificate at all.

Do all your workers need CSCS cards?

In practical terms, yes. While CSCS cards are not a strict legal requirement, they are the industry standard for proving competency, and virtually every principal contractor on every commercial site in the UK requires them. The Build UK code of practice mandates that all workers should hold a valid CSCS card appropriate to their occupation.

Each operative on your team needs a card that matches their role. The card colour indicates the level: green for labourers, blue for skilled workers (the most common), gold for supervisors, and black for managers. To obtain a CSCS card, workers must pass the CITB Health, Safety and Environment test and hold a relevant NVQ or equivalent qualification.

During the site induction, the principal contractor will typically check each person’s CSCS card, note the number, and verify it matches their stated trade. Cards have expiry dates, and an expired card is treated the same as no card. If one of your operatives turns up with an expired card, they will not be allowed to work until it is renewed.

Keep a register of all your workers’ CSCS card numbers and expiry dates. Set reminders at least three months before each expiry so there is time to renew. The renewal process involves re-sitting the health and safety test and providing evidence that qualifications are still current.

Do you need a company health and safety policy?

If you employ five or more people, you are legally required to have a written health and safety policy under the Health and Safety at Work etc. Act 1974. This is not a risk assessment or a RAMS — it is a higher-level document that sets out your company’s general approach to health and safety.

A good H&S policy has three parts. The statement of intent is a signed declaration from the boss that the company takes health and safety seriously. The organisation section describes who is responsible for what — who carries out risk assessments, who orders PPE, who manages training, who is the first aider. The arrangements section describes the practical procedures: how you will carry out risk assessments, how you will manage subcontractors, how you will report accidents, and so on.

Even if you employ fewer than five people and are not legally required to have a written policy, many principal contractors will ask for one as part of their pre-qualification process. Having a clear, professional H&S policy signals that you run a serious operation. It does not need to be long — a few well-written pages covering the essentials is far better than a 50-page document that nobody reads.

Your policy should be reviewed and updated at least annually, or whenever there is a significant change to your business (new premises, new types of work, change of key personnel). The signed and dated version should be available to all employees and ready to send to any principal contractor who asks.

What COSHH assessments should you have ready?

If your work involves any hazardous substances — and most construction trades do — you need COSHH assessments under the Control of Substances Hazardous to Health Regulations 2002. These assess the risks from each substance and set out how you will control exposure.

Think about every product your team uses regularly: adhesives, sealants, paints, solvents, cement, grout, cutting fluids, cleaning chemicals, timber preservatives, expanding foam. Each one that carries a hazard warning on its label needs a COSHH assessment. The assessment should identify the substance, describe the hazard (skin irritant, respiratory sensitiser, carcinogen, etc.), explain who might be exposed and how, and set out the control measures: ventilation, PPE, safe handling procedures, storage requirements, and first aid measures.

You can build your COSHH assessments from the safety data sheets (SDS) that manufacturers are legally required to provide with their products. Keep a file of SDS documents for every product you use and cross-reference them with your assessments. When a principal contractor asks for your COSHH assessments, you should be able to produce them for every hazardous substance you intend to bring on site.

Do not forget about substances that are generated by your work, not just products you bring with you. Cutting brickwork generates silica dust. Welding generates fumes. Sanding old paintwork may release lead particles. These all need COSHH assessments too.

What does the principal contractor actually check?

Understanding what the principal contractor is looking for helps you prepare the right documents in the right format. In most cases, the verification process happens in two stages: pre-qualification (before you are awarded the job or allowed on site) and induction (when you arrive on site for the first time).

During pre-qualification, the principal contractor will typically request your company H&S policy, insurance certificates, a sample or project-specific RAMS, COSHH assessments, and evidence of competency (CSCS cards, specialist accreditations). Some principal contractors use formal pre-qualification questionnaires (PQQs) such as those from SSIP, CHAS, or Constructionline. These schemes assess your health and safety management and issue certificates that principal contractors accept as evidence of competency.

During site induction, the focus shifts to individual workers. The site manager will check each person’s CSCS card, verify their identity, brief them on site-specific hazards and rules, confirm they have read the relevant RAMS, and get them to sign the induction register. Some sites also require a short induction test to confirm understanding.

The principal contractor may also carry out spot checks during the project: verifying that you are following your RAMS, that PPE is being worn as specified, and that your COSHH controls are being implemented. Treat these checks as opportunities to demonstrate compliance, not as obstacles. For more on principal contractor duties, see our principal contractor duties guide.

What happens during the site induction?

The site induction is your formal introduction to the project. Under CDM 2015, the principal contractor must ensure that every worker receives a suitable site induction before starting work. This is not a formality — it is how you learn about the specific risks, rules, and emergency procedures for that site.

A typical induction covers the site layout and designated access routes, the location of welfare facilities (toilets, canteen, drying room), the site-specific hazards currently present (live services, deep excavations, overhead work, asbestos), emergency procedures (fire alarm, assembly point, nearest A&E), first aid arrangements, accident and near-miss reporting procedures, site rules (working hours, PPE requirements, parking, smoking areas, mobile phone policy), and any permits-to-work that apply.

You will be asked to sign an induction record confirming that you have received and understood the briefing. This signature is important — it is the principal contractor’s evidence that they fulfilled their duty to inform you. Make sure you actually pay attention to the induction content. If something is unclear, ask. The five minutes you spend asking about the location of the fire assembly point could save your life.

For longer projects, there may also be periodic re-inductions or toolbox talks to cover new risks as the project progresses. For a complete rundown, see our site induction guide.

What competency evidence is required beyond cards?

CSCS cards prove general trade competency, but many construction activities require additional training and certification. The principal contractor needs to know that your team is qualified for the specific tasks they will be performing.

Plant operation (CPCS / NPORS)

Anyone operating plant machinery — excavators, dumpers, telehandlers, cranes, MEWPs — must hold a valid competency card such as CPCS (Construction Plant Competence Scheme) or NPORS. The card must cover the specific category of plant being operated. An operator with a CPCS card for a 360-degree excavator cannot operate a tower crane without additional certification.

Scaffolding (CISRS)

Scaffolders must hold a CISRS (Construction Industry Scaffolders Record Scheme) card appropriate to their level — trainee, scaffolder, or advanced scaffolder. The CISRS card is the industry standard and demonstrates that the holder has completed the required training and assessment for erecting, altering, and dismantling scaffolding structures.

Asbestos awareness

Under the Control of Asbestos Regulations 2012, anyone whose work could foreseeably disturb asbestos must receive asbestos awareness training. This applies to most construction trades, as asbestos can be found in buildings constructed or refurbished before the year 2000. The training must be refreshed annually. For work that involves actual removal of asbestos-containing materials, a licensed contractor is required.

Working at height (PASMA / IPAF)

If you use mobile access towers, operatives should hold a PASMA (Prefabricated Access Suppliers’ and Manufacturers’ Association) certificate. For mobile elevated work platforms (cherry pickers, scissor lifts), an IPAF (International Powered Access Federation) licence is the standard requirement. These certifications demonstrate that the user knows how to set up, operate, and inspect the equipment safely.

How do you organise all of this efficiently?

The subcontractors who get repeat work are not necessarily the cheapest or even the most skilled — they are the ones who are easiest to work with. And being easy to work with starts with having your documentation in order, ready to send at a moment’s notice.

At minimum, you should maintain a “standard pack” that includes your current insurance certificates, company H&S policy, a register of all workers with their CSCS card numbers and expiry dates, and your library of COSHH assessments. This standard pack should be ready to email or upload at any time. For each new project, you then add the site-specific RAMS.

Many subcontractors keep these documents in a shared cloud folder (Google Drive, Dropbox, or similar) so they can be accessed from a phone on site as easily as from a laptop in the office. The key is that when a principal contractor asks for your documents, you can respond within hours, not days. The subcontractor who sends a complete, well-organised documentation pack promptly makes a strong first impression.

If you are managing more than a handful of workers across multiple sites, a dedicated compliance platform can save significant time. Rather than manually tracking card expiry dates, chasing team members for updated certificates, and reformatting RAMS for each new project, everything is managed in one place with automated alerts and ready-to-share document packs.

Frequently asked questions

Common questions subcontractors ask about site documentation.

Can a principal contractor refuse to let me on site without paperwork?

Yes, absolutely. Under CDM 2015, the principal contractor has a duty to ensure that all contractors on site are competent and have adequate health and safety arrangements. If you cannot produce the required documents — typically RAMS, insurance certificates, and CSCS cards — the principal contractor is within their rights to refuse you access. In fact, allowing you on site without proper documentation would put them in breach of their own legal duties. This is not them being difficult; it is them doing their job.

Do I need my own RAMS even if the principal contractor has one?

Yes. The principal contractor’s construction phase plan and any overarching RAMS cover the general site risks and management arrangements. But as a subcontractor, you are responsible for producing RAMS specific to the work you are carrying out. Your RAMS should cover the hazards associated with your particular trade activities, the control measures you will implement, and the step-by-step method for doing the work safely. Your RAMS must also align with the principal contractor’s site rules and CPP, so ask for a copy of these before writing yours.

What level of insurance cover do I need as a subcontractor?

The legal minimum for employers’ liability insurance is £5 million, and you must hold this if you employ anyone. For public liability insurance, there is no legal minimum, but most principal contractors require at least £1 million and many now insist on £5 million or even £10 million for higher-risk work. Check the principal contractor’s requirements before you turn up on site — it is usually specified in the subcontract agreement or pre-qualification questionnaire. Make sure your policy covers the specific type of work you are doing.

How far in advance should I prepare my documents?

Ideally, you should have your standard documents (insurance certificates, H&S policy, CSCS card copies, generic COSHH assessments) ready to send at any time. For project-specific documents like RAMS, allow at least a week before the planned start date. Many principal contractors require RAMS to be submitted for review and approval before you can begin work, and the review process can take several days. Last-minute submissions create pressure and may result in your start date being pushed back. Having a template system that lets you produce site-specific RAMS quickly gives you a significant advantage.

Do sole traders need the same documents as limited companies?

Largely, yes. Sole traders still need RAMS, public liability insurance, and CSCS cards. The main difference is employers’ liability insurance, which is only required if you employ others (including casual labour). If you are a genuine sole trader working alone, you do not need EL insurance. However, you should be careful about the distinction — if you ever use labourers or mates on a casual basis, HMRC and the HSE may consider them your employees, which would trigger the EL requirement. A written health and safety policy is only legally required if you employ five or more people, but having one demonstrates professionalism regardless of your size.

What happens if my insurance expires while I am on site?

If your insurance expires during a project, you must notify the principal contractor immediately and provide evidence of renewal. Most principal contractors will remove you from site until you can produce a valid, current certificate. Working without employers’ liability insurance (if you have employees) is a criminal offence with fines of up to £2,500 per day. Even if you are a sole trader and only carry public liability, letting it lapse leaves you personally exposed to potentially ruinous claims. Set calendar reminders for renewal dates at least 30 days in advance.

Can I use generic COSHH assessments or do they need to be site-specific?

You can maintain generic COSHH assessments for the products you regularly use — for example, a standard assessment for the adhesive you always use for floor tiling. However, the assessment must be reviewed for each site to confirm it is still suitable. If the site has specific ventilation restrictions, if workers will be using the product in a confined area, or if there are additional hazards (such as other trades creating dust or fumes nearby), the generic assessment needs to be adapted. The key test is whether the assessment reflects the actual conditions of use on that particular site.

What competency evidence do I need beyond CSCS cards?

CSCS cards demonstrate general competency for your trade, but many activities require additional evidence. If you operate plant machinery, you need a CPCS or NPORS card. Scaffolders need a CISRS card. If you do any work involving asbestos, you need asbestos awareness training as a minimum (and a licensed contractor for notifiable work). Working at height on mobile elevated work platforms (MEWPs) requires IPAF certification. Hot works (welding, cutting, brazing) often require a hot works permit and evidence of training. First aiders need a valid first aid certificate. The principal contractor will typically specify what additional competency evidence they require during the pre-qualification stage.

How The Site Book helps

The Site Book makes it easy for subcontractors to produce, organise, and share the documents principal contractors expect.

Create site-specific RAMS in minutes from a plain-English description of your work
Store insurance certificates, CSCS records, and COSHH assessments in one place
Get automatic alerts when documents or cards are approaching expiry
Share a complete, professional documentation pack with any principal contractor instantly

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