The Complete Vendor Onboarding Checklist for Property Managers

Everything you need to verify before a vendor sets foot on your property. Insurance, compliance docs, and qualification steps — all in one checklist.

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Step 1: Insurance Documents

Collect and verify before any work begins

Certificate of Insurance (COI)*
Request the ACORD 25 form. Verify your company is listed as Certificate Holder and Additional Insured.
General Liability — $1M per occurrence / $2M aggregate minimum*
Covers bodily injury and property damage on your properties. Non-negotiable for all vendor types.
Workers Compensation — Statutory limits*
Required for any vendor with employees. Verify the policy covers the state(s) where your properties are located.
Commercial Auto Liability — $1M combined single limit*
Required for vendors who drive vehicles on your properties: landscapers, delivery services, mobile contractors.
Umbrella / Excess Liability — $1M–$5M
Recommended for high-risk work: roofing, tree removal, elevator maintenance, major renovations.
Professional Liability / E&O
For professional services vendors: architects, engineers, consultants, and IT service providers.

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Step 2: Business & Compliance Documents

Verify the vendor is legitimate and qualified

W-9 Form (Request for Taxpayer ID)*
Required for 1099 reporting. Verify the business name and EIN match other documents.
Business License / Trade License*
Verify the vendor holds valid licenses for their trade in your state or municipality.
Signed Vendor Agreement / Contract*
Include scope of work, payment terms, insurance requirements, and hold-harmless clauses.
References — 2-3 property management clients
Ask for references from other property managers. Verify work quality and reliability.
Safety Program Documentation
For high-risk vendors: roofers, electrical, heavy equipment operators. Ask for their safety policies.
Background Check Authorization
Required for vendors who will access occupied units or have unsupervised property access.

Step 3: Verification & Approval

Validate everything before granting access

Verify COI coverage meets your minimum requirements
Check GL limits, WC coverage, auto liability, and additional insured endorsement.
Confirm insurance policy is current (not expired)
Check the effective and expiration dates on the COI. Set a reminder for renewal.
Verify your company is listed as Additional Insured
The COI should show your management company as Additional Insured or Certificate Holder.
Cross-check business name on COI matches contract
The entity name on the insurance certificate should match the vendor agreement exactly.
Set up expiration monitoring and alerts
Track when each certificate expires and automate reminders 30 days before.
Add vendor to approved vendor list
Once verified, add the vendor to your approved list with compliance status and notes.

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Insurance Requirements by Vendor Type

Vendor TypeGLWCAutoUmbrella
Landscaping$1M✓✓—
Plumbing$1M✓——
HVAC$1M✓✓—
Roofing$2M✓✓$1M+
Electrical$1M✓——
Cleaning / Janitorial$1M✓——
General Contracting$2M✓✓$1M+
Tree Service$2M✓✓$2M+

These are recommended minimums. Consult your insurance broker for specific requirements.

Frequently Asked Questions

What documents should I collect when onboarding a new vendor?

At minimum: Certificate of Insurance (COI), W-9 form, signed vendor agreement, and proof of trade license. For vendors accessing occupied units, add a background check authorization.

What are the standard insurance minimums for property management vendors?

General Liability: $1M per occurrence / $2M aggregate. Workers Comp: statutory limits. Commercial Auto: $1M combined single limit. High-risk vendors (roofers, tree service) should carry $2M+ GL and umbrella coverage.

How often should I re-verify vendor insurance?

At minimum, verify at onboarding and annually at renewal. But continuous monitoring is best — use automated tracking to catch mid-year cancellations and lapses in real time.

What if a vendor can't meet my insurance requirements?

Don't let them work on your properties. The liability risk isn't worth it. If a vendor is otherwise qualified, suggest they contact their insurance broker to increase limits — the cost is usually modest.

Can I automate this entire checklist?

Yes. VendorShield automates document collection via vendor self-serve portal, AI-powered COI verification, coverage gap detection, and expiration monitoring. Most property managers save 6+ hours per week.

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Related Resources

Vendor Onboarding SoftwareVendor ComplianceProperty Management ComplianceSubcontractor Compliance Checklist