Skip to main content
MapTrack
Skip to download form

Free contractor prequalification checklist

Free contractor prequalification checklist (PDF-ready). Assess WHS systems, insurance, licences and past performance before engaging contractors.

Updated 3 May 2026

Contractor Prequalification Checklist

Assessment of contractor safety systems, insurance, licences and past performance prior to engagement.

Your logo here
0 of 31 checks

Company & Legal Standing

1Business registration
2Financial viability

WHS Management System

3WHS policy
4WHS responsibilities
5WHS certification
6Risk management
7Consultation
8Incident investigation
9Emergency preparedness

Insurance (certificates of currency sighted)

10Workers compensation
11Public liability
12Professional indemnity
13Motor vehicle / plant insurance

Licences & Qualifications

14Trade licences
15High-risk work licences
16Construction induction
17Plant operator competency
18Specialist training

Incident History & Performance

19Safety statistics (3 years)
20Notifiable incidents
21Regulatory actions
22Corrective actions

Plant, Equipment & SWMS

23Plant register
24Plant inspection
25Electrical equipment
26SWMS for high-risk work
27PPE

Subcontractor & Environmental Management

28Subcontractor management
29Environmental management

References

30Reference 1
31Reference 2

Assessor Sign-off

Signature

Print name

Position

Date

How to use: download the PDF, print or complete digitally on any device.

  • PDF format, ready to print or fill on screen
  • Use as-is or customise to suit your operation
  • Go digital in MapTrack for photos, reminders and audit trails

Two ways to use it

Use in MapTrack →

Download the free PDF

Use it digitally instead

Unlimited users

These same 31 checks, already built.

G2 rating 4.9 out of 5
Capterra rating 5.0 out of 5GetApp rating 5.0 out of 5Software Advice rating 5.0 out of 5
All MapTrack reviews
  • Scan the asset’s QR tag with any phone
  • Submitted forms can trigger alerts
  • Photos on fails, audit-ready records
  • Export responses, PDF reports with your logo

Free trial. No credit card needed.

Trusted by teams across Australia and New Zealand

We respect your privacy. Unsubscribe anytime.

These templates are free general guides provided as-is. They do not constitute legal, safety or compliance advice. You are responsible for ensuring any form meets your specific workplace obligations, industry standards and applicable regulations.

Don't just download it - use it live. Start a free workspace with this contractor prequalification checklist already built, so your crew can run it from a phone.

Jarrod Milford

Jarrod Milford

Co-Founder & Commercial Director

Updated 3 May 2026
Also see:Compliance and inspections →Best inspection software →MapTrack vs SafetyCulture →

Short answer

A contractor prequalification checklist records the evidence a business checks before engaging a contractor: WHS management system, SWMS and risk assessments, incident history, insurances, licences, training and references, with an approve, conditional or decline outcome. It is completed before first engagement and repeated on a set cycle, often every 12 to 24 months. Section 19 of the model WHS Act sets the primary duty behind it.

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 prequalification checklist contains 31 checks across 8 sections. Sections covered: Company & Legal Standing, WHS Management System, Insurance (certificates of currency sighted), Licences & Qualifications, Incident History & Performance, Plant, Equipment & SWMS, Subcontractor & Environmental Management, References.
  • Section 46 of the model WHS Act requires duty holders sharing a duty to consult, cooperate and coordinate, so far as reasonably practicable.
  • Due diligence under section 27 is a duty on officers, not on the PCBU, and prequalification records are one way officers show it.
  • AS/NZS 4801:2001 has been superseded by AS/NZS ISO 45001:2018, so accept ISO 45001 evidence for new assessments.
  • Check certificates of currency against the contracting entity's name and expiry date at the start of each engagement.

Enter your email below to download this contractor prequalification checklist as a ready-to-use PDF.

Used by construction, mining and field service teams

Saunders InternationalMineral ResourcesSupagasHacer GroupMetro TunnelUltrabuilt

What is a contractor prequalification checklist?

A contractor prequalification checklist is a systematic assessment document used to evaluate a contractor safety management capability, compliance credentials and technical competence before they are engaged to perform work. The checklist covers areas such as the contractor WHS management system, safety policies and procedures, risk assessment and SWMS capability, incident history, workers compensation and public liability insurance, licences and qualifications, training records, environmental management, previous project references and financial standing. Each requirement is assessed against documented evidence, and the overall outcome determines whether the contractor is approved, conditionally approved or not approved for engagement.

Prequalification is a critical upstream risk control. By assessing a contractor WHS systems and track record before they arrive on site, the hiring organisation can filter out contractors who lack the safety capability to work safely. This is particularly important in high-risk industries such as construction, mining, oil and gas, and facilities management, where contractors perform a large proportion of the work and account for a disproportionate share of workplace injuries. Under the WHS Act, PCBUs who engage contractors must ensure, so far as is reasonably practicable, that the contractor can carry out the work safely, and their officers must exercise due diligence (section 27). A documented prequalification process is a common way to show this due diligence.

Learn more about compliance and inspections in MapTrack.

Get the free template

Enter your email above to download the full contractor prequalification checklist as a PDF.

Download free PDF

Benefits of using this contractor prequalification checklist

  • Upstream risk control: identify and filter out contractors who lack adequate safety systems, insurance or qualifications before they arrive on site.
  • Due diligence evidence: demonstrate to regulators, clients and auditors that the organisation assessed contractor safety capability before engagement.
  • Insurance verification: confirm that contractors hold current workers compensation, public liability and, where required, professional indemnity insurance at adequate levels.
  • Licence and competency validation: verify that contractors and their workers hold the licences, tickets and qualifications required for the work scope.
  • Incident history assessment: review the contractor past safety performance, including lost time injury frequency rate, notifiable incidents and enforcement actions.
  • Consistency: a standardised checklist ensures every contractor is assessed against the same criteria, removing subjectivity from the approval process.

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.

Book a demo to see how MapTrack handles checklists.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

1-2 days/week saved

“Bloody amazing! We used to spend 1-2 days a week tracking and managing our generators alone.”
Saunders International

Steve McAllister

Asset Coordinator, Saunders International

What to include in a contractor prequalification checklist

This contractor prequalification checklist covers 11 key areas:

  • Contractor details: company name, ABN/ACN, trading name, contact person, address, phone, email, scope of work description.
  • WHS management system: does the contractor have a documented WHS management system, policy, objectives and procedures? Certified to ISO 45001 or AS/NZS 4801? Evidence sighted.
  • Risk management: can the contractor demonstrate risk assessment, SWMS, JSA and hazard identification processes? Examples provided and reviewed.
  • Incident and injury history: lost time injury frequency rate (LTIFR), total recordable injury frequency rate (TRIFR), notifiable incidents in last 3 years, regulatory notices or prosecutions.
  • Insurance: current certificate of currency for workers compensation, public liability (minimum $10M or as per contract), professional indemnity (if applicable), motor vehicle insurance.
  • Licences and qualifications: relevant trade licences, high-risk work licences, competency cards, accreditations (e.g. electrical licence, demolition licence, asbestos removal licence).
  • Training records: site-specific induction training, WHS general induction (e.g. white card / construction induction), first aid, working at heights, confined space, specific equipment training.
  • Subcontractor management: does the contractor engage subcontractors? If so, what prequalification process do they apply to their own subcontractors?
  • Environmental management: does the contractor have environmental management procedures covering waste, spills, dust, noise and heritage protection?
  • References and past performance: minimum two project references from the last 24 months, referee contact details, scope and value of referenced work.
  • Assessment outcome: approved, conditionally approved (with noted conditions) or not approved. Assessor name, signature and date. Approval validity period.

How to use this contractor prequalification checklist

  1. Issue the prequalification checklist to the prospective contractor and request documentary evidence for each assessment area.: Provide the checklist along with clear instructions on what evidence is required, such as copies of insurance certificates, licences, WHS policies, training registers and incident statistics. Set a reasonable deadline for submission and nominate a contact person for queries.
  2. Review the contractor WHS management system, policies and procedures against the requirements on the checklist.: Check whether the contractor has a documented WHS management system with clear policies, objectives, hazard identification, risk assessment and incident investigation procedures. Note whether the system is certified to ISO 45001 or AS/NZS 4801. Assess the quality and currency of SWMS and JSA examples provided.
  3. Verify insurance certificates of currency, checking policy types, coverage amounts, expiry dates and that the named insured matches the contracting entity.: Confirm workers compensation, public liability (minimum $10 million or as specified in the contract) and any additional insurance requirements. Check expiry dates and ensure coverage will remain current for the duration of the proposed work. Contact the insurer or broker to verify certificates if in doubt.
  4. Validate licences, qualifications and training records for the contractor and the workers who will be performing the work.: Confirm that trade licences, high-risk work licences and competency cards are current and issued by the relevant authority. Check that workers hold a current general construction induction (white card) where required. Verify any specialist training such as working at heights, confined space entry or asbestos awareness.
  5. Review the contractor incident and injury history for the last three years, including LTIFR, notifiable incidents and regulatory actions.: Request the contractor safety statistics for the last three years. Compare their LTIFR and TRIFR against industry benchmarks. Ask about any notifiable incidents, improvement notices, prohibition notices or prosecutions. A high injury rate or unresolved enforcement actions may indicate systemic safety problems.
  6. Contact the nominated referees to verify the contractor past performance on comparable projects.: Contact at least two referees and ask about the contractor safety performance, quality of work, compliance with site rules, responsiveness to issues and overall reliability. Document the referee feedback on the checklist or attach a separate reference check record.
  7. Record the assessment outcome (approved, conditionally approved or not approved), sign and date the checklist, and set the approval validity period.: Document the rationale for the assessment outcome. If conditionally approved, clearly state the conditions that must be met before the contractor starts work. Set an approval validity period, typically 12 to 24 months, after which a reassessment is required. File the completed checklist and all supporting evidence in the contractor register.

In MapTrack, you can digitise safety inspections and compliance forms. Each submission is stored as a timestamped PDF against the asset record.

Get the free templateEnter your email above to download the full contractor prequalification checklist as a PDF.Back to download form

How often should you complete this checklist?

Contractor prequalification should be completed before the contractor is first engaged, and reassessed at least every 12 to 24 months for ongoing contractors. Many organisations require annual reassessment, particularly in high-risk industries such as construction and mining. A reassessment should also be triggered when the contractor scope of work changes significantly, when their insurance or licences are due to expire, after a serious safety incident or regulatory action, or when a new principal contractor takes over a project. Insurance certificates of currency should be checked at the start of each new project or engagement, even within the approval period.

Under WHS Act 2011, Section 46, the PCBU must, so far as is reasonably practicable, consult, cooperate and coordinate with contractors who share a duty in relation to the same matter. A documented prequalification process demonstrates that the PCBU took reasonable steps to verify contractor capability before engagement.

Try MapTrack free

Full access to every feature. No credit card required. Per-asset pricing so you scale as your fleet grows.

Start free trial
  • No credit card required

Frequently asked questions

A contractor prequalification checklist is a document used to assess a contractor safety management capability, insurance, licences, training, incident history and past performance before engaging them to perform work. It ensures that the hiring organisation exercises due diligence by verifying that the contractor can carry out the work safely and compliantly. The completed checklist, along with supporting evidence, is filed as part of the contractor approval record.

Under the WHS Act, a PCBU who engages contractors has a duty to ensure, so far as is reasonably practicable, that the work is carried out safely. The PCBU must also consult, cooperate and coordinate with the contractor on safety matters. Prequalification is the standard method for demonstrating upstream due diligence: assessing the contractor safety systems, insurance and competence before they arrive on site. If an incident occurs and the hiring organisation cannot show they assessed the contractor capability, they may face enforcement action and prosecution.

At a minimum, contractors should hold current workers compensation insurance (mandatory in all Australian states and territories for employers) and public liability insurance (typically $10 million to $20 million, depending on contract requirements). Depending on the work scope, professional indemnity insurance, motor vehicle insurance and contract works insurance may also be required. Always check the certificate of currency to confirm the policy is current, the coverage amount is adequate and the named insured matches the contracting entity.

Prequalification is the assessment of a contractor capability and credentials before they are approved to work for your organisation. It looks at their systems, insurance, licences and track record at a company level. Induction is the site-specific safety briefing delivered to each individual contractor worker before they start on a particular site. Prequalification happens first (before engagement), induction happens second (before site access). Both are essential but they serve different purposes.

Yes. Download and use this contractor prequalification checklist at no cost. It downloads as a ready-to-print PDF. No MapTrack account is required. If you later want a digital contractor management register with automated insurance expiry alerts, document upload, approval workflows and compliance dashboards, MapTrack can help. Book a demo to see how it works.

Complete prequalification before a contractor is first engaged, then reassess ongoing contractors at least every 12 to 24 months. Many organisations require annual reassessment, particularly in high-risk industries such as construction and mining. A reassessment should also be triggered when the contractor's scope of work changes significantly, when their insurance or licences are due to expire, or after a serious incident on your sites. Record the next review date on the checklist so lapsed prequalification is caught before the next job is awarded.

Issue the checklist to the prospective contractor and request the supporting documents. Review their WHS management system, policies and procedures against your criteria, then verify the insurance certificates of currency, checking policy types, coverage amounts and expiry dates. Validate licences, qualifications and training records for the contractor and the people who will do the work, and review the incident and injury history for the last three years. Contact referees, score the checklist, record the decision and the conditions attached to it, and diarise the reassessment date.

Company details including the trading name, ABN or ACN and contact people; evidence of a documented WHS management system with its policies and procedures; risk management evidence such as risk assessments and safe work method statements for the type of work; the incident and injury history including lost time injury frequency rate; certificates of currency for the required insurances; licences, qualifications and training records; and referees. Each item has space for the reviewer to record what was sighted and whether it met the criteria.

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)

    Primary duty of care, the duty to consult, cooperate and coordinate with other duty holders, and officers' due diligence.

    • 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.
    • s 27: Officers must exercise due diligence to ensure the PCBU complies with its duties.

    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

    Guidance on consulting, cooperating and coordinating with contractors who share duties on the same work.

    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)

    SWMS required before high risk construction work, which the checklist asks contractors to show.

    • 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)

  • Occupational health and safety management systems - Requirements with guidance for use

    Edition: ISO 45001:2018 (Edition 1) with Amd 1:2024 (climate action changes)

    Operational planning and control, the clause under which management systems address contractors. A voluntary standard, not law.

    • 8.1: Operational planning and control of processes needed to meet OH&S requirements.

    International Organization for Standardization (ISO)Sold by the publisher

  • Occupational health and safety management systems - Requirements with guidance for use

    Edition: AS/NZS ISO 45001:2018 (incl. Amd 1:2024)

    Australian adoption of ISO 45001, which replaced AS/NZS 4801:2001.

    Standards Australia and Standards New ZealandSold by the publisher

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

Check the current source

Contractor Prequalification Checklist preview

Contractor Prequalification Checklist template preview showing fields and layout

The numbers behind this contractor prequalification checklist

The pages below gather the figures behind this kind of check. Each figure on them carries its source and date, so you can quote it in a toolbox talk, a budget case or a board paper without chasing the original report.

Get the free template

Enter your email above to download the full contractor prequalification checklist as a PDF.

Download free PDF

Embed this free template on your website

Run an industry blog, trade association site, or training resource? Drop a preview of this free contractor prequalification checklist straight into your page. The snippet is self-contained, needs no scripts, and links readers back to the full free template.

<div style="max-width:480px;font-family:system-ui,-apple-system,'Segoe UI',Roboto,sans-serif;border:1px solid #E5E7EB;border-radius:12px;padding:20px;background:#ffffff;">
  <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 Prequalification 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;">Contractor details: company name, ABN/ACN, trading name, contact person, address, phone, email, scope of work description.</li>
    <li style="margin:4px 0;">WHS management system: does the contractor have a documented WHS management system, policy, objectives and procedures? Certified to ISO 45001 or AS/NZS 4801? Evidence sighted.</li>
    <li style="margin:4px 0;">Risk management: can the contractor demonstrate risk assessment, SWMS, JSA and hazard identification processes? Examples provided and reviewed.</li>
    <li style="margin:4px 0;">Incident and injury history: lost time injury frequency rate (LTIFR), total recordable injury frequency rate (TRIFR), notifiable incidents in last 3 years, regulatory notices or prosecutions.</li>
    <li style="margin:4px 0;">Insurance: current certificate of currency for workers compensation, public liability (minimum $10M or as per contract), professional indemnity (if applicable), motor vehicle insurance.</li>
    <li style="margin:4px 0;">Licences and qualifications: relevant trade licences, high-risk work licences, competency cards, accreditations (e.g. electrical licence, demolition licence, asbestos removal licence).</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-prequalification-checklist" style="color:#071D49;font-weight:600;text-decoration:none;">Contractor Prequalification Checklist</a> by MapTrack</p>
</div>

Free to reuse, including commercially. This template is published under a Creative Commons Attribution 4.0 licence. Copy it, adapt it, put it on your own site or in your own docs. All we ask is that you credit MapTrack with a link back to this page. The snippet above already includes that credit, so if you use it as-is you’re covered.

Cite this template

Writing about this topic? You’re welcome to quote this checklist. Here’s the wording to use so your readers can find the original.

The MapTrack contractor prequalification checklist contains 31 checks across 8 sections.

Short attribution
MapTrack Contractor Prequalification Checklist, https://www.maptrack.com/templates/contractor-prequalification-checklist
Reference list
MapTrack. (2026). Contractor Prequalification Checklist [Checklist template]. Retrieved from https://www.maptrack.com/templates/contractor-prequalification-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-prequalification-checklist.

Need to digitise safety inspections and compliance forms?

Register every asset in MapTrack, attach digital forms, and get a complete history of every inspection, service and compliance record.

Start free trialBook a demo

Compliance and inspections · All templates · Pricing · Book a demo