An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What a contractor competency record is
A contractor competency record collects and summarises the evidence that a contractor and their workers have the training, qualifications and experience the work requires. It supports the decision to approve and use them for a particular task.
This is an educational overview with a simplified example. It is not an official template and does not certify anyone — the employer decides what competence the work needs and how it is evidenced. HRHelperG does not certify or authorise anyone.
Purpose
- Summarise evidence of competence for the work to be done.
- Link workers to relevant training and qualifications.
- Identify any gaps before work is allowed.
- Support the approval and engagement decision.
Who completes it
- The contractor provides the evidence about their workers.
- A manager or safety lead reviews and records it.
- The employer decides what competence the work requires.
- It is the employer’s responsibility to judge competence for the task.
When it is used
- Before a contractor is approved for specific work.
- When the work changes to need different competence.
- When qualifications are due to expire or be refreshed.
- On a re-check cycle defined by the employer.
Typical fields
- Worker names and roles on the job.
- Relevant training, qualifications and experience.
- Evidence reference and any expiry dates.
- Any gaps and the action taken.
- Reviewer name, decision and date.
- Example fields only — adapt to the task, risk and the applicable law.
Common mistakes
- Accepting claimed competence without seeing evidence.
- Ignoring expiry dates on qualifications.
- Recording competence in general, not for the actual task.
- No action when a gap is found.
Document workflow
The competency record is gathered during pre-qualification and used to support the approval form and the RAMS review. It is checked again when the work or the people change, and it underpins who is allowed to do specific tasks on site.
See the related documents below for what is commonly used with and completed after a contractor competency record.
Retention (high level)
Competency records are usually kept with the contractor’s file for the duration of the engagement and a period afterwards, in line with the employer’s 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
Competency records and their evidence are commonly stored as PDFs. Exporting to PDF supports the record; it does not certify anyone or guarantee compliance.
Employer checklist
- Decide what competence the work genuinely requires.
- See and verify the evidence, including expiry dates.
- Record competence against the actual task.
- Act on any gaps before allowing the work.
Contractor notes
- Provide genuine, current evidence of competence.
- Keep qualifications and training up to date.
- Do not take on work you are not competent or authorised to do.
Country considerations
Which qualifications or competences are expected for particular work differs by country, and the official authority differs. This page is general and high-level — not a statement of any country’s law and not a guarantee of validity.
Confirm current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for ensuring the contractors it uses are competent for the work and for compliance, and the contractor is responsible for the accuracy of the evidence. This page is an educational overview with a template example; it certifies no one and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.