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 pre-qualification questionnaire is
A contractor pre-qualification questionnaire (often called a PQQ) is a structured set of questions a contractor answers before being approved or invited to tender. It collects evidence about competence, insurance, safety management and past work so the organisation can make an informed decision.
This is an educational overview with a simplified example. It is not an official template and answering it does not approve anyone — the employer decides what to ask and how the answers are assessed.
Purpose
- Collect consistent information about a contractor before engagement.
- Gather evidence of competence, insurance and safety arrangements.
- Provide a basis for a fair comparison between contractors.
- Feed the approval decision with documented evidence.
Who completes it
- The contractor completes the questionnaire about their business.
- A procurement or safety lead reviews and scores the answers.
- The employer decides the questions and the pass criteria.
- It is the employer’s responsibility to assess the answers fairly.
When it is used
- Before a contractor is approved or invited to tender.
- When refreshing an approved-supplier list.
- Before higher-risk work that needs stronger evidence.
- On a re-qualification cycle defined by the employer.
Typical fields
- Company details, registration and references.
- Relevant experience and example projects.
- Insurance held and safety policy and arrangements.
- Accident history and any enforcement, stated factually.
- Subcontracting arrangements and key personnel.
- Example fields only — adapt to your scope, risk and the applicable law.
Common mistakes
- Asking for evidence that is never actually checked.
- Treating the questionnaire as a formality with no scoring.
- Not verifying insurance and references that are claimed.
- Using the same questions regardless of the work’s risk.
Document workflow
The pre-qualification questionnaire usually sits at the front of the contractor chain: it gathers the evidence that insurance verification and competency records confirm, and that the approval form relies on. Approved contractors then move on to induction and site control documents.
See the related documents below for what is commonly used with and completed after a pre-qualification questionnaire.
Retention (high level)
Completed questionnaires are usually kept with the contractor’s file for the duration of the relationship 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
Questionnaires and their supporting evidence are commonly completed and stored as PDFs. Exporting to PDF supports the record; it does not make the assessment official or guarantee compliance.
Employer checklist
- Ask only for evidence you will actually assess.
- Score answers against clear, consistent criteria.
- Verify insurance, references and claims made.
- Match the depth of questions to the risk of the work.
Contractor notes
- Answer honestly and provide the evidence requested.
- Keep your insurance and references current.
- Tell the host if your circumstances change after qualifying.
Country considerations
Most countries expect organisations to choose competent contractors, but what evidence is expected and how it is assessed differs, 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 selecting competent contractors and for compliance, and the contractor is responsible for the accuracy of their answers. This page is an educational overview with a template example; it does not approve anyone 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.
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