(419) 423-9145

The fundamentals of a subcontractor agreement

The Fundamentals of a Subcontractor Agreement

March 7, 2023


The Fundamentals of a Subcontractor Agreement

If you are a general contractor who is working on a larger project, you will likely need to hire a number of subcontractors to ensure that the work gets done to everyone’s satisfaction. On top of ensuring that the subcontractors you hire are adequately licensed, insured, and have a strong reputation behind them, you may want to have a subcontractor agreement in place.

A subcontractor agreement, in essence, is a kind of legally binding document which clearly defines the terms and conditions of the working relationship between a subcontractor and a contractor. With a subcontractor agreement, the scope of work, payment terms, and responsibilities will be clearly outlined for everyone to see.

In this article, we will go over the fundamentals and importance of a subcontractor agreement, including why it’s so important to have one, what should be included in the agreement, why you need a subcontractor agreement, and some tips for creating a successful working relationship with your subcontractors. Ideally, by the end of this article, you will have a better understanding of how your subcontractor agreement can help boost your business and ensure no “hiccups” in your next project.

What makes up a subcontractor agreement?

A subcontractor agreement is a legal document used to outline the various terms and conditions of the relationship between the general contractor and subcontractor, as well as what is expected of every participating member. Below includes some key elements of what is typically included in a subcontractor agreement:

  • Terms of payment. This section of your agreement document should include the amount of payment, the schedule of payment, and the method of payment.
  • Scope of work. This section of your agreement document defines what specific services the subcontractor is expected to provide, including specifications such as deliverables, timelines, and any other relevant details.
  • Responsibilities. Similar to the scope of work, this section defines the responsibilities of all parties involved, including liability, insurance, and compliance with regulations.
  • Intellectual Property (IP) rights. This section will clarify any IP rights that are involved with the project, such as copyrighted materials being used, proprietary information, or “trade secrets.”
  • Confidentiality. This section lays out confidentiality requirements, such as confidentiality clauses and non-disclosure agreements.
  • Compliance with laws/regulations. This section ensures that the subcontractor can comply with all applicable laws and regulations, including safety standards and building codes. This ensures that everyone is able to work in compliance with relevant regulations.
  • Termination. Should certain circumstances arise, the agreement may be terminated and this section defines the processes that follow.
  • Signatures. The subcontractor agreement must be signed by both parties in order to be legally binding.

A subcontractor agreement is a tool that is used to ensure that the working relationship between a subcontractor and contractor is clear, legally appropriate, and that everyone agrees to its terms. All relevant details of the project and the nature of the job should be included in the agreement in order to avoid any potential disputes and misunderstandings, which could impact the success of the project.

Why are subcontractor agreements needed?

In essence, a subcontractor agreement is needed in order to establish a clear and legally binding working relationship between the subcontractor and general contractors on the project. As a contractor, each time you hire a subcontractor, you assume some risk. However, with larger projects, hiring subcontractors is common practice, particularly in the manufacturing, construction, and even consulting industries. Larger projects call for more hands-on deck, as well as for a more diverse set of skills and expertise that a single general contractor alone may not be able to manage.

A subcontractor agreement allows both parties to avoid any unexpected misunderstandings and ensure that all responsibilities are defined clearly so that the project can be completed without issue.

In addition, subcontractor agreements help to establish the payment terms, project timelines, and the scope of work of the project, so nothing is left in the grey and everyone is clear on how the project is going to go. The agreement may also lay out procedures for clarifying disputes, confidentiality requirements, and how to protect IP rights.

Does a subcontractor agreement work in place of insurance?

Definitely not. A subcontractor agreement, although a legal document, does not replace insurance and instead simply outlines the responsibilities and liabilities of both parties. It will not offer coverage for any losses, damages, or incidents that occur while the project is ongoing.

In fact, as part of the subcontractor agreement, both parties may be held liable to carry their own insurance policies to protect themselves from unforeseen risks. For the most part, subcontractors and general contractors can benefit from having workers’ compensation insurance, professional liability insurance (or errors and omissions insurance), and general liability insurance.

Insurance coverage ensures both parties are adequately protected. An agreement does not replace insurance, but both are good measures to offer protection for the project you’re looking to take on.

What are some tips for a good working relationship with a contractor and subcontractor?

A good working relationship between a contractor and their subcontractors is an essential building block to any project. A subcontractor agreement is one aspect of doing so, and clearly defining the scope of work from the onset is critical to ensuring that everyone knows what they’re responsible for, that a timeline is set out, and deliveries are defined.

Another tip is to communicate regularly. If necessary, assign each person their point of communication, to avoid reports and updates from getting mixed up and lost. Maintaining frequent communication ensures that everyone is aware of what’s going on during the project. Implementing frequent check-ins, progress reports, and updates helps to keep everyone informed.

Make sure clear expectations are defined. This can also be included in your subcontractor agreement. There should be clearly defined expectations for quality, safety, and compliance.

If any concerns should arise, make sure these are addressed as promptly and constructively as possible. Small issues can quickly snowball, or even fester the longer that they are swept under the rug.

Finally, respect everyone’s role! Everyone is doing their part to play in this project, and everyone is as important as anyone else. Make sure that each party involved is doing their part to respect each other’s expertise and talents. This helps to recognize the value of the relationship and the contributions that the general contractor and subcontractor are making.

Discuss today with a Hitchings Insurance team member for more information on subcontractor agreements and contractor insurance to help keep your construction, manufacturing, or even consulting business safe from potential exposures. Ask us for the best tips and tricks on keeping your business safe, risk management strategies, and more.