How to Find Reliable Subcontractors in the UK

A subbie says he'll start on Monday. Monday comes and he doesn't turn up.

Here is how to find reliable subcontractors UK builders can trust, so it happens less.

How do I find a reliable subcontractor?

Start with people you trust: past crew, other trades and site managers. Ask each for a name and a recent job you can call about. Then check tickets, insurance and CIS status. Start with a small package of work before you give them a big one.

The order is simple. Write a clear brief for the package of work. Vet before you book: recent jobs, tickets, insurance and a CIS check. Call a site contact. Agree terms in writing.

Skip a step and you take a risk with your programme, your money and your reputation.

I work from the Gold Coast, Australia and Belfast, Northern Ireland. I've done twelve years on the tools and more than ten years in construction recruitment, and I've placed over 1,000 trades, labour and management staff. I'm not an agency and I won't find subbies for you. This post shows you how to do it yourself.

One note first. I'm not a tax adviser or a lawyer. Where a rule matters, I point you to the official page. Check it, or ask your accountant.

Check how ready your hiring is

The free hiring scorecard shows which parts of your hiring and vetting may need work.

Subcontractor or employee?

Don't guess. GOV.UK says a person's employment status helps decide their rights and your responsibilities, and tax law can give a different answer. Courts and tribunals can make the final call. If you're unsure, contact Acas (the Labour Relations Agency in Northern Ireland) or ask an accountant.

This one is easy to get wrong, so be careful.

GOV.UK lists the main types of employment status as worker, employee, self-employed and contractor, director and office holder. It also says a person can have a different status in tax law (GOV.UK).

For the rest of this post, I'm talking about a self-employed subcontractor or a limited company that you book for a package of work.

How to find reliable subcontractors UK: where to look

Your own network. This is the best place to start. Past crew, other trades, site managers, suppliers. Ask each for a name and a recent job you can call about. A name from someone you trust is a strong lead.

Supplier lists and directories. Constructionline is one example. It describes itself as a source of pre-qualified construction contractors, and suppliers join through a membership (Constructionline). Being listed doesn't mean they're right for your job, so you still need to vet them.

Indeed and LinkedIn search. Plenty of tradespeople and site managers have profiles. Search by trade and area, then send a short message with the work, the place, the rate and the dates.

Your own list. Keep a record of good people you've met, even ones you couldn't use at the time. HiredConstruction has a tool called Crew Builder that keeps a talent pool with ticket and licence tracking. There is a 7-day free trial and no card is needed. It is a paid tool after that. A spreadsheet works fine to start with.

Whatever the source, don't book on a name alone.

Write a clear brief for the package of work

A lot of trouble starts with a vague job. "Do the first fix" can mean ten different things.

Before you call anyone, write a short page. It takes about five minutes. Put in:

• Scope. Exactly what the work is, and what it is not.
• Dates. Start, finish and any key dates in between.
• Rate or price. Day rate, rate per unit or a fixed price.
• Materials. Who supplies what.
• Site rules. Hours, access, safety and welfare.
• Who they report to. One name.

A clear brief helps you compare quotes fairly. Good subbies like clear jobs.

Vet them before you book

Do this before you agree anything. It takes an hour or two and can save weeks.

Recent jobs, and a site contact for each. Ask for two or three recent jobs. For each one, ask for the name and number of someone who was on site. A foreman or site manager is best.

Tickets and cards. Ask to see them. Check what your own site and client require. CSCS says holding its card is not a legal requirement, but most principal contractors and major house builders in the UK require it (CSCS). In Northern Ireland, the CSR card is accepted as equivalent to CSCS (CEF NI). Look at the dates, and make sure the card fits the work. I'll say more on Ireland below.

Insurance. Ask for proof of the insurance that fits the work, and check the dates. If you aren't sure what cover your job needs, ask your own insurer or broker.

A short chat about how they plan the work. Ask how they'd approach your package. How many people, what order, what could go wrong, how they handle a late delivery. A subbie who has done the work gives a clear, practical answer. One who hasn't goes vague.

Rules that apply to your job. Rules differ by trade, site and client. Check the official source for anything that matters, such as the card scheme's own website, HSE or your client's requirements. For right to work, see right to work checks in construction (UK).

The reference call: foreman, not the mate

References are where you find out what the quote can't tell you.

Call the foreman or site manager, not a mate. A mate says nice things. A foreman has seen the subbie on a bad day.

Ask:

• "What was he like on his worst day, not his best?"
• How was the turning up and the timekeeping?
• How was the quality of the work?
• Did the job finish on time? If not, why?
• How did he handle a problem or a change?
• Would you use him again, and why?

Take notes during the call. Then compare them with what the subbie told you.

If the stories match, good. If they don't, ask the subbie about the gap. Two references from site contacts is a fair minimum. If a subbie can't give you any, ask why.

Free report: 7 Hiring Mistakes

Learn the red flags before you book anyone. Get the free 7 Hiring Mistakes report.

The CIS check, in plain words

This is a short, plain summary. It isn't tax advice. Read the official page.

GOV.UK says that before you can pay a new subcontractor under the Construction Industry Scheme (CIS), you need to "verify" them with HMRC. HMRC will tell you whether they're registered for CIS and what rate of deduction to use.

GOV.UK also says you must verify subcontractors you've used before if you haven't included them on a CIS return in the current or last two tax years.

You can use the free HMRC CIS online service, or commercial CIS software. You'll need the subcontractor's details, and GOV.UK says what you provide must exactly match what they used to register with HMRC.

Read the full page here: Verify subcontractors, GOV.UK. If you're not sure, ask an accountant.

Red flags

One red flag is a question. Several is a pattern. Watch for:

• Vague about recent work. They can't say what they built, where or for whom.
• No site contact to call. If the only referee is a friend, ask why.
• Can't give a clear price. A good subbie can tell you what's in the price and what isn't.
• Pushes you to skip checks. "Don't worry about the paperwork" is a warning.
• Every past boss was at fault. Look at the common thread.

I put the common hiring slip-ups in a free report. Get the free 7 Hiring Mistakes report and keep it handy.

Agree terms in writing and start small

Even a good subbie can cause trouble if the job isn't clear. So write it down.

Put in the scope, the start date, the finish date, the price or rate, how you'll handle changes and how and when you'll pay. Agree how variations are priced before the work starts, not after. This isn't legal advice. If the job is big, get advice on the contract.

Then start small. Don't hand over your biggest package to someone you haven't used. Give them a small one first.

See how they turn up, how they work, how they talk to your crew and how they finish. If it goes well, give them more.

This is how good subbies become a bench you can rely on.

Ireland: what is different

Here is a short note for readers in the Republic of Ireland. I'm only pointing you to the official pages, because the rules matter and they change.

Relevant Contracts Tax (RCT). Revenue says principal contractors must submit RCT notifications through Revenue Online Services (ROS). You notify Revenue about each relevant contract, and before you pay a subcontractor you notify Revenue of the payment. Revenue then sends a deduction authorisation. Revenue's RCT overview says the rates are 0%, 20% or 35% (Revenue). See Revenue's page: Notifications for principal contractors.

Safe Pass. The Health and Safety Authority (HSA) says Safe Pass applies to craft and general construction workers, among others, and that apprentices and working chargehands are included. It says Safe Pass training should be renewed every four years. A client or contractor may also ask for it from everyone on their site. See the HSA page: Safe Pass.

Don't rely on my summary. Read the pages and ask your accountant.

Build a bench you can call

The best time to find a subbie is before you need one.

Don't treat each package as a new search. Keep a list of the people who did well. Note their trade, area, tickets and when they're free. Check in with them between jobs. Thank them. A good subbie who feels valued is more likely to pick up your call first.

That's what I teach. I'm not an agency. The Construction Hiring System course, UK and Ireland edition, is £249.

You can check how ready your hiring is with the free Hiring Readiness Scorecard, or work out what an empty role costs you. If you'd like to talk it through, book a free 15-minute discovery call.

For more on hiring staff directly, see construction recruitment agency fees UK and Ireland and how to hire without a recruitment agency. The second is written for Australian builders, but the steps are the same.

General information only, not legal, tax or employment advice. CIS, RCT, Safe Pass and employment status rules can change. Check GOV.UK, Revenue, the HSA, Acas or an accountant for your own case.

Want help with your next hire?

Book a free 15-minute discovery call and we will talk through your next hire. Prefer to learn it yourself? The Construction Hiring System course, UK and Ireland edition teaches the full method.

FAQ

How do I check a subcontractor is reliable?

Call two recent site contacts, not friends. Ask about turning up, quality and what they were like on their worst day. Check their tickets and insurance, and verify them under CIS. Agree the scope, dates and price in writing before they start.

Do I need to verify a CIS subcontractor?

GOV.UK says that before you pay a new subcontractor under the Construction Industry Scheme, you must verify them with HMRC. You also need to verify some people you have used before. Read the GOV.UK page or ask an accountant. This is not tax advice.

Where can I find subcontractors in the UK?

Ask your own network first. Then try trade directories, supplier lists such as Constructionline, local trade groups, and searches on Indeed and LinkedIn. Whatever the source, check recent work, tickets and insurance before you book anyone. Never book on a name alone.

Is a subcontractor an employee or self-employed?

Tax law can give a person a different status from the one you expect. Courts and tribunals make the final call, so do not guess. Read the GOV.UK guide on employment status. Call Acas, or the Labour Relations Agency in Northern Ireland, or ask an accountant.