Vendor compliance gets messy fast when every contractor sends paperwork in a different format, renews insurance on a different date, and replies in a different email thread. For DFW property managers, the goal is simple: know who is approved, who is missing paperwork, and who is about to expire before the problem lands on your desk.
A good vendor compliance checklist tracks W-9s, certificates of insurance, expiration dates, coverage limits, additional insured wording, license details when needed, service category, contact info, and follow-up status.
DFW vendor compliance checklist
- Vendor legal name and DBA if different
- Primary contact name, phone, and email
- Service category: HVAC, plumbing, electrical, cleaning, landscaping, roofing, etc.
- W-9 on file
- Certificate of Insurance on file
- General liability coverage amount
- Workers’ compensation status if required
- Auto liability if vendors drive for the work
- Additional insured wording if required by the property or contract
- Policy expiration date
- License number if the trade requires it
- Signed vendor agreement or service agreement
- Emergency contact information
- Approval status: approved, pending, expired, rejected, needs review
- Last follow-up date and next follow-up date
Simple tracking table
| Column | Why it matters |
|---|---|
| Vendor name | Prevents confusion between DBA and legal names |
| Service type | Helps filter urgent vendor categories |
| COI expiration | Stops expired insurance surprises |
| Missing items | Shows exactly what to request |
| Status | Keeps approved and pending vendors separate |
| Next follow-up | Prevents paperwork from dying in email |
Email script to request missing paperwork
Hi [Vendor Name], we are updating our vendor records and need the following items before future work can be scheduled: [missing items]. Please send updated copies to this email by [date]. Thank you.
Why this matters
Vendor paperwork is not just admin work. It protects operations, tenants, owners, and managers from avoidable confusion. When a pipe bursts, an AC fails, or a property needs urgent repair, you do not want to discover that the only available vendor has expired paperwork.
Need vendor paperwork cleaned up?
If vendor COIs, W-9s, expirations, and insurance reminders are scattered across email, spreadsheets, and old folders, DamnJobs can help organize the mess.