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Free contractor management checklist

Free contractor management checklist (PDF-ready). Covers WHS Act Section 16 duties, prequalification, induction, monitoring and close-out. Download free.

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Updated 26 Oct 2026

Contractor Management Checklist

WHS Act 2011 / WHS Regulations 2011 contractor management and oversight.

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0 of 22 checks

Pre-Qualification

1Contractor pre-qualification questionnaire completed and reviewed
2WHS management system or safety plan reviewed and accepted
3Previous safety performance and incident history assessed

Insurance Verification

4Public liability insurance current and adequate (min $20M)
5Workers compensation insurance current for all workers
6Professional indemnity insurance current (where applicable)

Licence & Competency Checks

7Relevant trade licences verified (electrical, plumbing, building)
8High risk work licences sighted for all relevant personnel
9White/blue cards (construction induction) verified for all workers

Induction Requirements

10Site-specific induction completed and signed off
11Emergency procedures, muster points and first aid explained
12Hazard and incident reporting procedures communicated

SWMS Review

13SWMS provided for all high risk construction work (WHS Reg 291)
14SWMS reviewed and accepted by principal contractor / PCBU
15All workers signed on to relevant SWMS before commencing work

Supervision Arrangements

16Competent supervisor nominated and present on site
17Communication and coordination arrangements established
18Subcontractor management plan in place (if subcontractors used)

Performance Monitoring

19Regular safety inspections and audits scheduled and documented
20Non-conformances and corrective actions tracked to closure

Incident Reporting

21Incident and near-miss reporting process agreed and understood
22Notifiable incident reporting obligations to the regulator understood

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Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 26 October 2026
Also see:Compliance and inspections →Best inspection software →MapTrack vs SafetyCulture →

Short answer

A contractor management checklist records each engagement from prequalification (licences, insurances, safety system) through induction, permits, monitoring, incidents and close-out. The engaging business completes it for every contractor, before work starts and at the end. Section 46 of the model WHS Act requires duty holders sharing a duty to consult, cooperate and coordinate, and section 14 means a duty cannot be transferred to a contractor.

Checked against Model WHS Act (Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)) on by the MapTrack templates team. How we check templates

Key takeaways

  • The MapTrack contractor management checklist contains 22 checks across 8 sections. Sections covered: Pre-Qualification, Insurance Verification, Licence & Competency Checks, Induction Requirements, SWMS Review, Supervision Arrangements, Performance Monitoring, Incident Reporting.
  • Engaging a contractor does not transfer your WHS duty (model WHS Act s 14); host and contractor can hold the same duty at once (s 16).
  • Section 46 requires duty holders on the same matter to consult, cooperate and coordinate, so far as is reasonably practicable.
  • A business carrying out high risk construction work must ensure a SWMS is prepared before that work starts (model WHS reg 299).
  • Check that licences and insurance certificates are current before engagement and again at each renewal date.

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Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a contractor management checklist?

A contractor management checklist is a structured document used by a person conducting a business or undertaking (PCBU) to manage the health and safety of contractors throughout the full contractor lifecycle, from prequalification and engagement through induction, monitoring and close-out. It is also called a contractor checklist, contractor safety checklist or subcontractor management checklist, and the FAQs below cover the equivalent contractor duties in Great Britain and the United States. The checklist ensures that each stage of the contractor relationship is addressed systematically, including verification of licences and insurances, risk assessment and method statement review, site induction, work monitoring, incident reporting and post-work evaluation. It is designed to demonstrate compliance with the PCBU duties under the WHS Act 2011, particularly Section 16 (more than 1 person can have a duty), Section 19 (primary duty of care) and Section 46 (duty to consult, cooperate and coordinate with other duty holders).

Under the WHS Act, a PCBU who engages contractors remains a duty holder for the health and safety of those contractors and any workers they bring onto the workplace. The PCBU cannot transfer or contract out their duty of care by engaging a contractor to do the work. This means the host PCBU must have systems in place to verify contractor competence, communicate workplace hazards, monitor contractor safety performance and coordinate overlapping duties with other PCBUs on site. A contractor management checklist provides the documented framework for these obligations, reducing the risk of incidents and strengthening the PCBU legal position in the event of a regulatory investigation or prosecution.

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Benefits of using this contractor management checklist

  • Duty of care compliance: demonstrate that the PCBU has systems in place to manage contractor health and safety as required by the WHS Act Section 19.
  • Prequalification rigour: verify contractor licences, insurances, safety management systems, incident history and competency before engagement, reducing the risk of engaging unsafe contractors.
  • Coordination of duties: meet the Section 46 obligation to consult, cooperate and coordinate with contractors and other PCBUs on workplace health and safety matters.
  • Consistent process: ensure every contractor engagement follows the same documented steps from prequalification through close-out, regardless of project size or trade.
  • Incident reduction: systematic monitoring and verification of contractor safety performance identifies issues early and prevents repeat engagement of underperforming contractors.
  • Audit and investigation readiness: a completed checklist for each contractor engagement provides documented evidence for safety audits, client reviews, insurer assessments and regulator investigations.

Benefits of digitising forms in MapTrack

When you move your checklists from paper to MapTrack, you get:

  • Field users can easily scan a QR code to complete a form on mobile. Unlimited users.
  • Email the right people when a form is submitted, with an automation you set up.
  • File every completed form against the asset, location or person it covers.
  • Download any completed form as a PDF, with failed answers listed at the top.
  • Fill in forms offline; they upload when the device is back online.
  • Build conditional logic (show or hide questions based on answers).
  • Take pictures or attach photos. Not possible with a paper-based form.
  • Electronic signatures.
  • Edit forms later without reprinting.
  • Set who can view, fill in or edit forms with user roles.
  • Upload a paper form (PDF, Word, Excel or a photo) and MapTrack's AI builds a digital version for you to check.
  • Email safety managers when a hazard report is submitted, with an automation you set up.
  • Keep every hazard and incident report against the site it came from, with photos.
  • Turn a hazard report into a corrective-action work order with its own review step.

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What to include in a contractor management checklist

This contractor management checklist covers 8 key areas:

  • PCBU and contractor details: host PCBU name, site address, project or contract reference, contractor company name, ABN, primary contact name, phone, email, scope of work, anticipated start and end dates.
  • Prequalification checks: current public liability insurance certificate (minimum coverage confirmed), current workers compensation insurance, relevant trade licences and registrations, WHS management plan or safety policy, recent incident and claims history, references from previous engagements.
  • Risk assessment review: contractor risk assessment and safe work method statement (SWMS) for high-risk construction work reviewed and accepted by the PCBU before work commences, hazard-specific controls confirmed.
  • Site induction: contractor induction completed before work starts, covering site rules, emergency procedures, evacuation routes, muster points, first aid, hazard identification, PPE requirements, permit-to-work requirements, environmental controls.
  • Permits and approvals: required permits to work issued (hot work, confined space, working at heights, excavation, electrical isolation), SWMS sign-on completed, task-specific approvals obtained.
  • Monitoring and supervision: schedule of site safety inspections during the work, toolbox talk attendance records, corrective action notices issued and closed, safety observations documented.
  • Incident and near-miss reporting: process for contractor incident and near-miss reporting confirmed, contact details for reporting provided, investigation and corrective action requirements communicated.
  • Close-out and evaluation: post-work safety performance evaluation completed, defects or outstanding corrective actions resolved, contractor safety rating recorded for future prequalification, work area inspected and signed off.

How to use this contractor management checklist

  1. Complete the prequalification section before engaging the contractor, verifying licences, insurances, safety management system and incident history.: Request and verify copies of the contractor current public liability insurance certificate, workers compensation insurance, relevant trade licences and WHS management plan or policy. Review the contractor incident history for the past three years and check references from previous engagements. Record each verification item as confirmed or not confirmed, and do not proceed to engagement if any critical item is missing or expired.
  2. Review and accept the contractor risk assessment and SWMS for the specific scope of work before granting site access.: Obtain the contractor risk assessment and SWMS for the work to be performed. Review each document to confirm that the identified hazards are consistent with the site conditions, the controls are appropriate and practicable, and the SWMS covers all high-risk construction work as defined in the WHS Regulations. Request amendments if the documents are incomplete or the controls are insufficient. Record the review date and the reviewer name.
  3. Deliver the site induction covering site rules, emergency procedures, hazards, PPE requirements and permit-to-work obligations, and obtain a signed acknowledgement.: Use the site contractor induction checklist to brief the contractor on all site-specific requirements. Walk the contractor to the muster point and show them evacuation routes, fire extinguisher locations and first aid stations. Confirm the contractor has the required PPE in serviceable condition. The contractor must sign the induction acknowledgement before starting work. File the signed induction in the contractor safety register.
  4. Monitor contractor safety performance during the work period through site inspections, toolbox talk attendance and corrective action tracking.: Conduct regular site safety inspections of the contractor work area, at a frequency proportionate to the risk level of the work. Record inspection findings, issue corrective action notices for any non-conformances and track them to closure. Verify the contractor is attending site toolbox talks. If safety performance is unsatisfactory, escalate to the contractor management and consider suspending work until the issues are resolved.
  5. Complete the close-out section after work is finished, including a post-work safety evaluation, resolution of outstanding corrective actions and a contractor performance rating.: Inspect the work area to confirm it has been left in a safe and clean condition. Verify that all corrective action notices have been closed. Complete a contractor safety performance evaluation covering compliance with site rules, quality of SWMS, incident record, responsiveness to corrective actions and overall safety culture. Record the evaluation in the contractor register for use in future prequalification decisions.

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How often should you complete this checklist?

A contractor management checklist must be completed for every contractor engagement, from initial prequalification through to close-out. The prequalification section should be completed before each new engagement, or at least annually for ongoing contractor relationships, to ensure licences and insurances remain current. The induction section is completed before the contractor starts work on each new site or project. Monitoring activities occur throughout the work period at a frequency proportionate to the risk, typically weekly for high-risk construction work and monthly for lower-risk services. The close-out and evaluation section is completed at the end of each engagement. For long-duration contracts, a mid-term review using the full checklist is recommended to reassess contractor performance and verify ongoing compliance.

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Frequently asked questions

Under the WHS Act 2011, a PCBU has a primary duty of care (Section 19) to ensure, so far as is reasonably practicable, the health and safety of workers and other persons at the workplace. This duty extends to contractors and their workers. Section 46 requires the PCBU to consult, cooperate and coordinate with other duty holders, including contractors who are themselves PCBUs. In practice, this means the host PCBU must verify contractor competence, communicate workplace hazards, provide site inductions, monitor contractor safety performance and coordinate overlapping work activities.

Contractor prequalification should be reviewed before each new engagement to confirm that licences, insurances and safety management systems remain current. For ongoing contractor relationships, a full prequalification review should be conducted at least annually. Public liability and workers compensation insurance certificates should be verified at each renewal date. If a contractor has a notifiable incident or a significant change in their safety management system, a reassessment should be triggered immediately regardless of the normal review cycle.

No. Under the WHS Act, a PCBU cannot transfer or contract out their primary duty of care by engaging a contractor to perform the work. The host PCBU retains their duties for the health and safety of contractors and their workers at the workplace. Engaging a contractor does not remove the PCBU obligation to identify and control risks, provide information about workplace hazards, consult and coordinate with the contractor and monitor safety performance. Both the host PCBU and the contractor PCBU hold concurrent duties.

Contractor prequalification should verify current public liability insurance with adequate coverage, current workers compensation insurance, relevant trade licences and registrations, a documented WHS management plan or safety policy, incident and claims history for the past three years, evidence of worker training and competency, and references from previous engagements with similar scope. Some organisations also assess the contractor environmental management system, quality system and financial capacity.

Contractor induction is one step within the broader contractor management process. Induction covers the site-specific safety briefing delivered before the contractor starts work, including site rules, emergency procedures, hazards and PPE requirements. Contractor management encompasses the full lifecycle: prequalification and competence verification, risk assessment and SWMS review, site induction, ongoing monitoring and supervision, incident reporting, close-out evaluation and performance rating for future engagements.

In Great Britain, section 3 of the Health and Safety at Work etc. Act 1974 requires every employer to conduct its undertaking so as to ensure, so far as is reasonably practicable, that people not in its employment who may be affected aren't exposed to risks to their health or safety. Article 5 of the Health and Safety at Work (Northern Ireland) Order 1978 sets the same duty in Northern Ireland. HSE's guide Using contractors says both you and the contractor have responsibilities under health and safety law, and that you need to satisfy yourself the contractor can do the job safely by asking about their skills, experience and knowledge.

It can be. OSHA's Multi-Employer Citation Policy (CPL 02-00-124) says that on multi-employer worksites, in all industry sectors, more than one employer may be citable for a hazardous condition that violates an OSHA standard. A controlling employer, meaning one with general supervisory authority over the worksite, including the power to correct violations or require others to correct them, must exercise reasonable care to prevent and detect violations on the site. This checklist's monitoring and supervision section, with its inspections and corrective action notices, is where you record that care.

It's the written process your business follows for every contractor engagement: how contractors are prequalified, what they're told at induction, how their work is permitted, supervised and inspected, how incidents are reported and how performance is reviewed at close-out. Under section 46 of the WHS Act, where more than one person has a duty in relation to the same matter, each must, so far as is reasonably practicable, consult, co-operate and co-ordinate activities with the others. A written procedure, applied with this checklist on every job, shows that happening.

Applicable regulatory standards

This template is a starting point. Check the current requirements that apply to your equipment, work and location. The template alone does not establish compliance.

  • Model Work Health and Safety Act (Model Work Health and Safety Bill)

    Edition: Model WHS Bill as at 5 December 2025 (includes the Model WHS Legislation Amendment (Incident Notification) 2025)

    Duties cannot be transferred, can be held concurrently, and must be coordinated between duty holders, so far as is reasonably practicable.

    • s 14: A health and safety duty cannot be transferred to another person.
    • s 16: More than one person can hold the same duty at the same time, and each must meet it.
    • s 19: Primary duty of care: a PCBU must ensure, so far as is reasonably practicable, the health and safety of workers and others, including safe plant, systems, training and supervision.
    • s 46: Duty holders sharing a duty on the same matter must, so far as reasonably practicable, consult, cooperate and coordinate activities with each other.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

  • Model Code of Practice: Work health and safety consultation, cooperation and coordination

    Edition: July 2023 version

    Model Code on consulting, cooperating and coordinating with other duty holders, such as contractors.

    Safe Work Australia

  • Model Work Health and Safety Regulations

    Edition: Model WHS Regulations as at 5 December 2025 (cited within as the Work Health and Safety Regulations 2011)

    Construction: a SWMS must be prepared before high risk construction work starts.

    • Part 6.3 Division 2: Safe work method statements for high risk construction work: preparation, compliance, review and keeping (regs 299 to 303).
    • reg 299: A SWMS must be prepared before high risk construction work starts, identifying hazards, risks and control measures.

    Safe Work Australia (drafted by the Parliamentary Counsel's Committee)

Each source was read at its publisher and the page checked on 26 October 2026. The publisher's current text is the authority.

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  <p style="font-size:12px;font-weight:700;letter-spacing:0.05em;text-transform:uppercase;color:#071D49;margin:0;">Free template</p>
  <p style="font-size:18px;font-weight:700;color:#071D49;margin:6px 0 0;">Contractor management checklist</p>
  <ul style="margin:12px 0 0;padding-left:18px;color:#374151;font-size:14px;line-height:1.6;">
    <li style="margin:4px 0;">PCBU and contractor details: host PCBU name, site address, project or contract reference, contractor company name, ABN, primary contact name, phone, email, scope of work, anticipated start and end dates.</li>
    <li style="margin:4px 0;">Prequalification checks: current public liability insurance certificate (minimum coverage confirmed), current workers compensation insurance, relevant trade licences and registrations, WHS management plan or safety policy, recent incident and claims history, references from previous engagements.</li>
    <li style="margin:4px 0;">Risk assessment review: contractor risk assessment and safe work method statement (SWMS) for high-risk construction work reviewed and accepted by the PCBU before work commences, hazard-specific controls confirmed.</li>
    <li style="margin:4px 0;">Site induction: contractor induction completed before work starts, covering site rules, emergency procedures, evacuation routes, muster points, first aid, hazard identification, PPE requirements, permit-to-work requirements, environmental controls.</li>
    <li style="margin:4px 0;">Permits and approvals: required permits to work issued (hot work, confined space, working at heights, excavation, electrical isolation), SWMS sign-on completed, task-specific approvals obtained.</li>
    <li style="margin:4px 0;">Monitoring and supervision: schedule of site safety inspections during the work, toolbox talk attendance records, corrective action notices issued and closed, safety observations documented.</li>
  </ul>
  <p style="font-size:13px;color:#6B7280;margin:14px 0 0;padding-top:12px;border-top:1px solid #E5E7EB;">Free <a href="https://www.maptrack.com/templates/contractor-management-checklist" style="color:#071D49;font-weight:600;text-decoration:none;">Contractor management checklist</a> by MapTrack</p>
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The MapTrack contractor management checklist contains 22 checks across 8 sections.

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MapTrack Contractor management checklist, https://www.maptrack.com/templates/contractor-management-checklist
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MapTrack. (2026). Contractor management checklist [Checklist template]. Retrieved from https://www.maptrack.com/templates/contractor-management-checklist

Free to reuse with credit under a Creative Commons Attribution 4.0 licence. If you’d rather link straight to it, the page is https://www.maptrack.com/templates/contractor-management-checklist.

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