Recognize when the scope has changed
Emergency repair coordination, a capital project, a new preferred vendor program, or managers directing work on site can change the facts that appear in contracts and insurance requests. Capture the work type, property, who selected the contractor, and the manager’s actual role in approvals, access, and payment.
Build a complete work file
Keep the signed scope, purchase order, site rules, insurance exhibit, contractor certificate, relevant endorsements, and communications that change the work. A certificate alone does not show every term. Match the documents to the actual entity and property before relying on them in a vendor file.
Compare terms without assuming transfer
Review indemnity, insurance, additional-insured, waiver, and notice requests alongside the policy forms and endorsements. Also flag whether the manager has accepted duties beyond coordinating a vendor. Contract language and insurance wording work differently; each needs a separate reading before their interaction is discussed.
Close out the record
Record the project dates, final scope, document delivery, and any unresolved coverage question. Update recurring vendor records at renewal or when work expands. Policy wording, declarations, and endorsements control.
- Signed scope and entity names
- Property and dates of work
- Certificate plus relevant endorsements
- Contract requests and open questions