Contractor Register

Educational guidance on registers and logs — what each records, who maintains it, what it typically contains and how long it is generally kept. Informational only — template examples, not official documents or legal advice; a register documents activity, it does not by itself prove compliance, and employers remain responsible.

What a contractor register is

A contractor register lists the contractors and their workers engaged on a site, the work they are doing, and the pre-start checks — competence, insurance, induction, method statements — that were completed before they began.

This page is an educational overview with a simplified example. It is not an official template, not jurisdiction-specific and not legal advice — the employer or principal decides what checks apply and how the register is kept.

Purpose

• Know which contractors are on site and what they are doing.
• Record that pre-start checks were completed.
• Confirm induction and any permits are in place.
• Support coordination and emergency planning.

Who maintains it

• A site manager or coordinator keeps it current.
• Contractors provide their documents and confirmations.
• A safety lead reviews the checks.
• The employer or principal decides the process.

When it is used

• Before a contractor starts work on site.
• While contractors are on site, to track who is present.
• When checks or documents need renewing.
• During coordination meetings and emergencies.

Typical fields

• Contractor name, contact and the work engaged for.
• Pre-start checks completed (competence, insurance, induction).
• Method statements or permits referenced.
• Dates on site and key personnel.
• Status and review or renewal dates.
• Example columns only — adapt to your site and the applicable law.

Common mistakes

• Letting contractors start before checks are complete.
• Recording documents that are out of date.
• No induction for contractor workers new to the site.
• Losing track of who is actually on site.

Document workflow

A contractor register sits at the gateway to site work: pre-start checks, induction and method statements come first, the contractor is recorded here, and any permit-controlled work links to the permit to work register. Incidents involving contractors feed the incident chain.

See the related documents below for what is commonly required before and used with a contractor entry.

Retention (high level)

Contractor records are generally kept for a period the employer or principal sets to show checks were done, in line with its obligations and data-protection duties. This page does not state a required period — confirm with the applicable law and the official authority.

Completing and sharing as a PDF

Contractor registers are often held in a system and exported to PDF for audits and coordination. Exporting to PDF supports the record; it does not make it official or prove compliance.

Employer checklist

• Complete pre-start checks before contractors begin.
• Induct contractor workers to the site.
• Keep documents current and track renewals.
• Know who is on site at any time.

Worker notes

• Complete site induction before starting work.
• Work to your method statement and any permit conditions.
• Sign in and out so the site knows who is present.

Country considerations

Duties for managing contractors and coordinating site work vary by country and project type, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not legal advice.

Confirm current requirements with the official authority for your country and a qualified professional.

Who is responsible

The employer or principal is responsible for managing and coordinating contractors and for compliance, while contractors retain their own duties. This page is an educational overview with a template example; it does not make a workplace compliant and does not transfer responsibility.