Independent contractor and subcontractor agreement template — free samples and 65 clauses
If you bring in a helper for overflow jobs, hand part of a job to another trade, or work as someone else’s sub, a short written agreement saves arguments about pay, insurance, keys, and who fixes what. This page gives you a plain-text independent contractor agreement, a one-page version for a single job, a subcontractor agreement, an agreement email, and a job sheet, followed by individual clauses you can mix in, scope examples by trade, and the messages that go with it. No account, no download, nothing to buy.
Sample wording only — not legal or tax advice. Whether someone is legally a contractor or an employee depends on how the work is actually done, not on what the agreement says, and the tests differ between the IRS, the Department of Labor, and your state. Contract, lien, and non-solicitation rules also vary by state. For anything large or unusual, have a local lawyer review your agreement.
An independent contractor agreement is a written contract between a business and a person or company that does work for it without being an employee. For a small service business it usually comes up in three situations: you hire a helper or second tech to take overflow jobs, you bring another trade onto a customer’s job as your subcontractor, or a bigger company hires you as its contractor.
It does three jobs. It writes down the deal (work, pay, timing) so nobody remembers it differently in March. It assigns risk: who carries insurance, who pays for damage, who fixes defects. And it records the facts of an independent relationship — the contractor’s own tools, own methods, freedom to take other clients — which matter if anyone later asks whether the person was really an employee.
The label doesn’t decide: contractor vs employee
Calling someone an “independent contractor” in a document does not make them one. The IRS looks at the whole relationship in three groups — behavioral control (do you tell them how, when and in what order to do the work?), financial control (do they have their own tools, expenses, other clients, and a chance of profit or loss?), and the relationship (benefits, permanence, whether the work is the core of your business). The U.S. Department of Labor uses its own “economic reality” test for wage laws, and several states, including California, Massachusetts and New Jersey, use a stricter “ABC test” for some purposes, under which a worker doing your business’s core work is often an employee.
In practice, a cleaning helper who works only for you, on a schedule you set, with your supplies, following your checklist step by step, looks a lot like an employee whatever the paper says. A licensed electrician with their own company, insurance and other customers who wires one kitchen for you is a clear subcontractor. If your setup is in between, the safest moves are to let contractors accept or decline work, set their own methods, supply their own tools, invoice you, and work for others — and to get local advice. Misclassification can mean back taxes, penalties and unpaid wage claims.
What to include
Who the parties are, with business names, addresses and emails, and the start date.
The services, described as results (“kitchen and bathrooms cleaned and disinfected”), not as minute-by-minute instructions.
Pay: rate per job or hour, how they invoice, how fast you pay, and how. Most disputes with helpers are about late or unclear pay.
Expenses, tools and materials: who buys what.
Independent status and taxes: no withholding or benefits; contractor handles their own taxes; you collect a W-9 and send a 1099-NEC when IRS rules require it (for payments made in 2026, the 1099-NEC threshold is $2,000 for the year, up from $600).
Insurance and licenses, with a certificate of insurance before the first job.
Confidentiality and access: customer details, codes and keys, and returning them at the end. For homes, this clause matters more than almost any other.
Quality, corrections and damage: how long they have to fix problems and how damage is reported.
How it ends: notice period, immediate termination for serious breaches, and payment for work done.
Changes in writing and signatures (electronic is fine for most purposes).
Independent contractor vs subcontractor agreement
They are the same kind of contract seen from different positions. “Independent contractor agreement” usually means a business hiring an individual to do work directly for it. “Subcontractor agreement” means a contractor who already has a contract with a customer (the owner) handing part of that job to another business. A subcontractor agreement adds the pieces that come from the customer’s contract: the owner’s scope and schedule “flow down” to the sub, payment may be tied to when the owner pays, the sub provides lien waivers, and the sub doesn’t agree changes directly with the owner.
If you are a solo operator taking jobs from a general contractor or a larger cleaning company, read their agreement for those same clauses from the other side: when exactly you get paid, whether payment depends on the owner paying them, what they can deduct as backcharges, and how long your warranty runs.
Mistakes to avoid
Copying an employee handbook into it. Required shift times, uniforms, step-by-step checklists and “must work only for us” rules undercut the independent relationship.
No insurance proof. If an uninsured helper breaks a customer’s window, it becomes your claim. Get the certificate first.
Vague pay. “We’ll sort it out” turns into resentment. State the rate, the invoice cycle and the pay day.
No key and code rules. Write down how keys are handled and returned, and delete codes at the end.
Over-broad non-compete language. Several states restrict or ban non-competes, and some limit customer non-solicitation. A narrow, short non-solicit of customers they met through you is more likely to hold up than a blanket ban on working in your trade.
Signing nothing at all. Even a reply-“I agree” email beats a handshake; a signed document beats the email.
A worked example
Jordan runs a two-person cleaning business and has more December move-out bookings than she can handle. She asks Sam, who has her own small cleaning business and insurance, to take overflow jobs. Jordan sends the helper agreement above: jobs offered by text that Sam can accept or decline, $95 per standard clean and $160 per deep clean, paid every other Friday from Sam’s job list, Sam’s own supplies, keys returned on request, a week’s notice to end.
Before the first job Jordan collects Sam’s W-9 and certificate of insurance. Each job goes out as a short job sheet with the scope and any customer notes. When a customer reports a missed bathroom mirror, the 72-hour correction clause settles it: Sam goes back the next morning at no charge. In January Jordan adds Sam’s payments for the year; because they are over the 1099-NEC threshold, she sends Sam a 1099-NEC by the January 31 deadline.
Agreement templates to copy
Start with the full agreement, or the version that fits: one job, a subcontract, a recurring helper, an email agreement, or a job sheet.
The complete version for a helper, sub, or second tech who works with you regularly. Fill the brackets, delete what doesn’t apply, and have both people sign.
INDEPENDENT CONTRACTOR AGREEMENT
This agreement is between:
Client (the business hiring): [Your business name], [address], [email] (“Client”)
Contractor: [Contractor’s name or business name], [address], [email] (“Contractor”)
Effective date: [Nov 2, 2026]
1. SERVICES
Contractor will provide the following services: [plain-words description, e.g. “residential cleaning at client homes assigned by Client, using Contractor’s own methods”]. Details for specific jobs may be set out in a written job sheet or text message that both parties agree to.
2. TERM
This agreement starts on the effective date and continues until either party ends it under Section 11.
3. PAYMENT
Client will pay Contractor [$__ per job / $__ per hour / the amount listed on each job sheet]. Contractor will send an invoice [after each job / every two weeks]. Client will pay each invoice within [7] days by [bank transfer / check / payment app].
4. EXPENSES
Contractor pays their own business expenses (vehicle, phone, tools, insurance) unless Client agrees in writing beforehand to reimburse a specific expense.
5. INDEPENDENT CONTRACTOR STATUS
Contractor is an independent business, not an employee. Contractor decides how to do the work, may set their own hours within the job windows agreed, may work for other clients, and supplies their own tools unless stated otherwise. Client will not withhold taxes or provide employee benefits. Contractor is responsible for their own taxes.
6. TOOLS, EQUIPMENT AND MATERIALS
[Contractor supplies all tools and equipment.] [Client supplies: __________.]
7. INSURANCE
Contractor will carry general liability insurance of at least $[1,000,000] per occurrence [and workers’ compensation if required by law] and will give Client a certificate of insurance before starting.
8. LICENSES AND PERMITS
Contractor will hold any license or registration their work legally requires.
9. QUALITY AND CORRECTIONS
If work does not meet the agreed scope, Contractor will correct it at no extra charge if told within [72 hours] of completion.
10. CONFIDENTIALITY AND CLIENT PROPERTY
Contractor will keep customer names, addresses, door and alarm codes, and any information seen inside customer homes private, both during and after this agreement, and will return keys and access cards when the work ends.
11. ENDING THE AGREEMENT
Either party may end this agreement with [14] days’ written notice, or immediately for a serious breach (such as theft, damage caused on purpose, or working uninsured). Client will pay for all work completed up to the end date.
12. ENTIRE AGREEMENT AND CHANGES
This is the full agreement. Changes must be in writing (email or text is fine) and agreed by both parties.
13. GOVERNING LAW
This agreement is governed by the laws of the State of [state].
Signed:
Client: ____________________ Name: __________ Date: ______
Contractor: ________________ Name: __________ Date: ______
One-page contractor agreement for a single job
For one project with a helper or another trade: short enough to sign on a phone before the job.
SHORT CONTRACTOR AGREEMENT — ONE JOB
Business: [Your business] · Contractor: [Name / business]
Job: [Paint exterior trim, 18 Cedar Ln] · Dates: [Nov 9–11, 2026]
Pay: $[1,200] flat for the job, paid within [5] days of completion and invoice.
Contractor supplies: [brushes, ladders, drop cloths]. Business supplies: [paint].
Contractor works as an independent business, sets their own methods and hours within the job dates, carries their own liability insurance, and handles their own taxes.
Contractor fixes any defects in their work reported within [7] days, at no charge.
Customer information and property access stay confidential.
Either side may cancel before the start date with [48 hours’] notice; work done is paid.
Business: __________ Date: ____ Contractor: __________ Date: ____
Subcontractor agreement (contractor to sub)
When you are the main contractor and bring in another trade for part of a customer’s job.
SUBCONTRACTOR AGREEMENT
Contractor: [Your business], [license #], [address]
Subcontractor: [Sub’s business], [license #], [address]
Project: [Kitchen remodel] at [address] for [Owner name] (“Owner”)
Date: [__]
1. SCOPE. Subcontractor will perform: [electrical rough-in and finish per the attached scope and the Owner-approved plan]. Excluded: [drywall patching, fixtures supplied by Owner].
2. SCHEDULE. Rough-in by [date]; finish within [3] working days of Contractor’s notice that cabinets are set. Subcontractor will tell Contractor right away about any delay.
3. PRICE. $[6,400] fixed for the scope above, including materials listed in the attached scope.
4. PAYMENT. Subcontractor invoices at [rough-in inspection passed / completion]. Contractor pays within [10] days of receiving each invoice and any lien waiver required by Section 8.
5. CHANGES. No extra work is paid unless Contractor approves a written change order with the price before the work is done.
6. PERMITS AND INSPECTIONS. Subcontractor pulls [electrical] permits and schedules inspections for its work.
7. INSURANCE. Subcontractor carries general liability of $[1,000,000] per occurrence and workers’ compensation as required by law, and names Contractor as additional insured if Contractor requests. Certificate before start.
8. LIEN WAIVERS. With each invoice, Subcontractor provides a lien waiver for the amount being paid, in the form required by [state] law if there is one.
9. WARRANTY. Subcontractor warrants its workmanship for [1 year] from completion and will return to fix defects in its work at no charge.
10. SITE RULES. Subcontractor keeps its work area clean, removes its debris daily, and follows the Owner’s house rules (parking, pets, bathroom use) provided by Contractor.
11. CUSTOMER CONTACT. Subcontractor directs schedule, price and scope questions from Owner to Contractor.
12. INDEPENDENT STATUS. Subcontractor is an independent business responsible for its own workers, tools, taxes and methods.
13. TERMINATION. Contractor may end this agreement with written notice if Subcontractor fails to meet the schedule or quality standard after written notice and [3] days to fix it; completed work will be paid.
Contractor: __________ Date: ____ Subcontractor: __________ Date: ____
Agreement for a recurring helper (cleaning, lawn care, pet care)
For a second person who takes regular routes or overflow jobs from you.
HELPER CONTRACTOR AGREEMENT
[Your business] and [Contractor] agree:
• Work offered: Client will offer jobs by text with the address, time window, scope and pay. Contractor may accept or decline each job.
• Pay: $[__] per [standard clean / lawn visit / pet visit], $[__] for larger jobs as stated in the offer. Paid every [other Friday] for jobs completed that period, after Contractor sends a short invoice or job list.
• Methods: Contractor uses their own judgment and methods to meet the scope in the job offer. Customer special requests listed in the offer must be followed.
• Supplies: [Contractor brings their own supplies and equipment / Client provides customer-specific products listed in the offer].
• Other work: Contractor is free to work for other clients and run their own business.
• Insurance and taxes: Contractor carries their own liability insurance and is responsible for their own taxes; Client will send a Form 1099-NEC if payments reach the IRS reporting threshold for the year.
• Keys and codes: Kept private and returned on request or when this agreement ends.
• Problems: Damage or complaints are reported to Client the same day with photos.
• Ending: Either side may end this with [7] days’ notice by text or email.
Signed by both: __________ / __________ Date: ______
Contractor agreement as an email (agreement letter)
Lower-friction version: the contractor replies “I agree” to the email. Better than nothing; a signed document is stronger.
Subject: Agreement for [job / ongoing work] — please reply “I agree”
Hi Sam,
Here’s what we discussed, so we’re both on the same page:
• Work: overflow residential cleaning jobs I offer you by text, which you can accept or decline.
• Pay: $95 per standard clean, $160 per deep clean, paid every other Friday after you send your job list.
• You’re working as your own business: your methods, your supplies, your schedule within the job windows, and you’re free to take other clients.
• You carry your own liability insurance (please send me your certificate) and handle your own taxes. I’ll need a W-9 before the first payment.
• Customer addresses, codes and keys stay private and come back to me when we stop working together.
• Either of us can end this with a week’s notice.
If that matches what you understood, just reply “I agree” and we’re set.
Thanks,
[Your name]
[Business name] · [Phone]
Statement of work / job sheet attached to the agreement
Keep the main agreement general and describe each job in a short job sheet like this.
JOB SHEET #[014] — under the agreement dated [Nov 2, 2026]
Customer: [first name only] · Address: [given by text on the day]
Date / window: [Thu Nov 12, 9:00–1:00]
Scope: [Move-out clean, 2 bed / 1 bath: kitchen incl. inside fridge and oven, bathroom, floors, baseboards, interior windows]
Not included: [walls, garage, carpet shampoo]
Pay: $[240] flat · Parking: [street, no permit needed]
Customer notes: [cat stays in back bedroom — door closed]
Photos required: [before and after of kitchen and bath]
Clauses to add or adjust
Individual clauses in plain English. Swap them into the full template or add them to an agreement you already use.
Services / scope of work clause
Describe results, not step-by-step instructions. Detailed control over how the work is done points toward employment.
Contractor will provide [service] for Client’s customers as described in each job offer or job sheet. Contractor will use their own skill, methods and judgment to complete the work to the standard described.
Payment clause (flat rate per job)
Simple and easy to check against invoices.
Client will pay Contractor $[amount] per [job type], or the amount stated in the job offer, within [7] days after receiving Contractor’s invoice.
Payment clause (hourly with a cap)
For open-ended work. The cap protects your quote to the customer.
Client will pay Contractor $[rate] per hour of on-site work, billed in [15]-minute increments. Contractor will not exceed [__] hours on any job without Client’s approval by text or email.
Invoicing clause
Who sends what, when, and what it must include.
Contractor will send an invoice [after each job / every two weeks] listing the date, address or job number, and amount for each job. Client will pay correct invoices within [7] days and tell Contractor within [3] days about any amount it disputes.
Expenses clause
Default: the contractor pays their own costs. Name any exception.
Contractor is responsible for their own business expenses, including vehicle, fuel, phone, and tools. Client will reimburse only expenses it approved in writing in advance, such as [special-order materials or customer-requested products], on presentation of receipts.
Independent contractor status clause
The heart of the agreement. It records the relationship you actually have — it can’t create one that doesn’t exist.
Contractor is an independent business and not an employee, partner or agent of Client. Contractor controls the manner and means of performing the services, may set their own hours within agreed job windows, may provide services to others, and provides their own tools and equipment except as stated in this agreement. Client will not withhold income or payroll taxes, provide benefits, or provide workers’ compensation coverage for Contractor.
Taxes clause (1099)
Plain statement of who handles taxes and the paperwork you’ll need.
Contractor is responsible for all taxes on payments under this agreement. Before the first payment, Contractor will give Client a completed Form W-9. Client will issue a Form 1099-NEC when required by IRS rules.
Tools and materials clause
Who brings what. Contractors normally supply their own tools.
Contractor will supply all tools, equipment and vehicles needed for the services. Client will supply [specific customer products / materials listed in the job sheet]. Contractor is responsible for loss or damage to their own equipment.
Schedule and availability clause
Offer work; let them accept or decline.
Client may offer jobs to Contractor by text or email. Contractor is free to accept or decline any job. Once Contractor accepts a job, Contractor will arrive within the agreed window or notify Client at least [24 hours] in advance if they can’t.
Insurance clause
Ask for the certificate before day one, not after an accident.
Contractor will maintain general liability insurance with limits of at least $[1,000,000] per occurrence, and any workers’ compensation coverage required by law for Contractor’s own workers, and will provide a current certificate of insurance before starting and on request.
Licenses and permits clause
Especially for electrical, plumbing, HVAC, roofing and pest control.
Contractor represents that they hold, and will keep current, all licenses, registrations and permits legally required to perform the services, and will provide copies on request.
Quality and corrections clause
A fix-it window keeps small problems from turning into withheld pay.
If Client or its customer reports, within [72 hours] of completion, that work does not meet the agreed scope, Contractor will return and correct it at no extra charge within [3] business days.
Confidentiality clause (customer information and home access)
Specific to service work in people’s homes: names, addresses, codes, and what they see inside.
Contractor will keep confidential all customer names, addresses, contact details, entry codes, keys, schedules, and anything Contractor sees or learns inside customer homes or businesses, and will not use this information for any purpose other than performing the services. This obligation continues after this agreement ends.
Return of keys and property clause
Make it automatic at the end.
When this agreement ends, or on request, Contractor will return within [2] days all keys, fobs, access cards, gate remotes, and customer or Client property, and delete stored entry codes.
Customer non-solicitation clause
Common, but how far it can go depends on your state, and some states limit these sharply. Keep it narrow and get local advice before relying on it.
For [6] months after this agreement ends, Contractor will not solicit Client’s customers that Contractor first served through Client to move their service to Contractor. This does not stop customers from contacting Contractor on their own.
Photos and work product clause
Who can post before-and-after photos, and with which customer details removed.
Before-and-after photos taken on Client’s jobs may be used by Client and Contractor for their own portfolios and social media, provided no customer name, house number, or identifying interior details are shown without the customer’s permission.
Workmanship warranty clause
Matches what you promise your own customers, so you aren’t left covering a sub’s defect.
Contractor warrants that the services will be performed in a good and workmanlike manner and will repair, at no charge, defects in Contractor’s workmanship reported within [1 year] of completion.
Damage and responsibility clause
Plain version: whoever caused it handles it, and reports it the same day.
Contractor will report any damage to customer property the same day, with photos. Contractor is responsible for damage caused by Contractor’s negligence and will cover the repair cost or submit the claim to Contractor’s insurance.
Indemnification clause (simple form)
Short mutual version. Long one-sided indemnities are where you most need a lawyer’s eye.
Each party will be responsible for, and will defend and hold the other harmless from, claims arising from its own negligence, its own workers, or its breach of this agreement.
Safety clause
Short, practical, trade-neutral.
Contractor will follow safe work practices and applicable safety rules for their trade, use appropriate protective equipment, and stop work and notify Client if conditions at a job site are unsafe.
Subcontracting and assignment clause
Can the contractor send someone else? Decide in advance.
Contractor may not assign this agreement or send another person to perform a job without Client’s prior approval by text or email. Any approved helper is Contractor’s responsibility, including their pay, taxes, and insurance.
Termination clause
Notice for normal endings, immediate for serious problems, and pay for work done either way.
Either party may end this agreement with [14] days’ written notice for any reason. Either party may end it immediately by written notice if the other commits a material breach, including theft, intentional damage, or working without required insurance. Client will pay for all services properly completed before the end date.
Dispute resolution clause
Talk first, then a cheap option. Small claims court handles most disputes this size.
If a dispute arises, the parties will first try to resolve it by talking directly within [10] days. If it isn’t resolved, either party may bring a claim in the small claims court for [county], [state], where the amount allows.
Entire agreement and changes clause
Stops “but you said…” months later.
This agreement, including any job sheets, is the entire agreement between the parties about the services and replaces any earlier discussions. Changes are valid only if made in writing (email or text message is enough) and agreed by both parties.
Notices clause
Where official notices go, and confirm texts count.
Notices under this agreement may be sent by email to the addresses above or by text message to [phone numbers], and are effective when sent.
Electronic signatures clause
Lets you sign by e-signature app or by typing a name in an email.
The parties agree that this agreement may be signed electronically and that an electronic signature or a reply email stating “I agree” has the same effect as a handwritten signature.
Subcontractor agreement clauses
Extra clauses for when you are the main contractor and another business works on your customer’s job.
Pay-when-paid clause
Ties the sub’s payment timing to when the owner pays you. Some states limit or reject “pay-if-paid” clauses that make payment depend entirely on the owner paying; check before using one.
Contractor will pay Subcontractor within [7] days after Contractor receives payment from Owner for Subcontractor’s work, and in any case no later than [30] days after receiving Subcontractor’s correct invoice.
Flow-down clause
Puts the sub under the same scope, schedule and standards you agreed to with the owner.
Subcontractor agrees to perform its work in line with the parts of Contractor’s agreement with Owner that apply to Subcontractor’s scope, including schedule, specifications and site rules, which Contractor has provided to Subcontractor.
Change order clause for subs
No surprise extras from the sub that you can’t pass on to the owner.
Subcontractor will not perform extra or changed work without a written change order signed or approved by text by Contractor that states the added price and time. Unapproved extra work will not be paid.
Lien waiver clause
Protects the owner (and you) from a sub’s lien after you’ve paid them. Many states have required forms.
With each payment request, Subcontractor will provide a conditional lien waiver for the amount requested, and an unconditional waiver for the prior payment once received, in any statutory form required by [state].
Retainage clause
Holding back a small percentage until final completion is common on larger jobs; some states cap the percentage.
Contractor may retain [5]% of each payment until Subcontractor’s work is complete, inspected, and its punch-list items are finished. Retainage will be paid within [14] days after final acceptance.
Backcharge clause
If you have to clean up or fix the sub’s work, say how it gets deducted.
If Subcontractor fails to clean up, repair damage it caused, or correct defective work within [2] business days of written notice, Contractor may do so and deduct the reasonable documented cost from amounts owed to Subcontractor.
Customer communication clause
Keeps one voice to the customer on price and scope.
Subcontractor will refer all questions from Owner about price, scope changes, and schedule to Contractor and will not agree to extra work directly with Owner.
Scope of work examples by trade
Results-based scope descriptions for the services clause or a job sheet. Adjust to your work.
Scope example: cleaning helper
Results-based scope you can paste into the services clause or a job sheet.
Standard recurring clean: kitchen counters, sink, stovetop and outside of appliances; bathrooms fully cleaned and disinfected; dusting of reachable surfaces; vacuum and mop all floors; trash out. Deep clean adds baseboards, inside microwave, cabinet fronts, and door frames. Time on site is up to Contractor.
Scope example: handyman sub on a punch list
List the tasks; leave the method to the sub.
Complete the attached punch list at [address]: adjust 3 sticking doors, re-caulk tub and kitchen backsplash, replace 2 outlet covers, patch and paint 4 nail-pop areas in hallway. Contractor supplies own tools and patch materials; Client supplies paint (on site).
Scope example: painting sub
Surfaces, coats and finish standard.
Paint walls of living room, dining room and hall (2 coats, Client-supplied paint), cut lines clean at ceiling and trim, no visible roller marks under normal light, furniture and floors protected, all tape and drop cloths removed by end of job.
Scope example: landscaping crew
Area, visit frequency, and debris.
Weekly mowing, edging and blowing of front and back lawns at assigned properties, April through October; clippings mulched or removed per job sheet; gates closed and latched after each visit; report broken sprinkler heads by photo the same day.
Scope example: tutor working with a tutoring business
For education and lessons businesses that place independent tutors.
Provide one-on-one [math] tutoring sessions to students referred by Client at times arranged between Contractor and the family, using Contractor’s own teaching methods and materials; send Client a short session note within 24 hours of each session.
Scope example: backup pet sitter
When you hand off visits during your own time off or overflow.
Provide drop-in pet care visits as offered in each booking: feeding per the care sheet, fresh water, litter or yard cleanup, 20-minute walk for dogs, medication as written on the care sheet, and a photo update to Client after each visit.
Messages that go with the agreement
Asking for signatures, W-9s and insurance, offering jobs, invoices, and ending the arrangement.
Text asking a new helper to sign the agreement
Short, friendly, with the reason.
Hi Sam — before your first job Thursday I just need you to sign our contractor agreement (link below). It covers pay, insurance, and how we handle keys and customer info. Takes about 5 minutes on your phone. Thanks!
Email requesting a W-9 and certificate of insurance
Ask for both before the first payment or first job.
Subject: Two quick things before your first job
Hi Sam,
Glad to have you on board. Before Thursday, could you send me:
1. A completed Form W-9 (I need it for my records and any 1099 at year end)
2. A current certificate of insurance showing your general liability coverage
A photo or PDF of each is fine. Once I have them, you’re all set.
Thanks,
[Your name]
Reminder to send an invoice
Contractors invoice you; it keeps the relationship clear.
Hi Sam — quick reminder to send me your job list or invoice for Nov 1–14 by Monday so I can pay you Friday. Same format as last time is perfect.
Sending a job offer under the agreement
Offer, don’t assign. They can say no.
New job if you want it: Thu Nov 12, 9–1, move-out clean, 2 bed / 1 bath (job sheet attached). $240 flat. Let me know by tomorrow noon if you can take it.
Notice ending the contractor agreement
Calm, specific, and covers keys and final pay.
Hi Sam,
I’m writing to give notice that I’m ending our contractor agreement, effective two weeks from today ([Nov 30, 2026]), as allowed in section 11. I’ll still offer you jobs until then if you’d like them.
Please return the Miller and Ortiz keys and the gate remote by the end date. I’ll pay your final invoice within 7 days of receiving it.
Thank you for your work this year — I wish you all the best.
[Your name]
Asking a sub to sign before you add them to a job
When you’re the main contractor and the customer’s start date is set.
Hi Chris — the Patel kitchen is a go for Nov 16. I’ve attached our subcontractor agreement with your $6,400 electrical scope. Could you sign and send your COI by Friday so I can confirm your rough-in date with the owner?
Subcontractor agreements: what’s different
A subcontractor agreement is a contractor agreement with one extra layer: there is a client above you. You signed a contract with the homeowner, property manager or general contractor (the “prime” contract), and you’re handing part of that work to a sub. Everything you promised the client about schedule, quality, insurance, cleanup and warranty has to “flow down” to the sub in writing, or you’re stuck covering the gap yourself.
Four things cause most sub disputes: an unclear scope (who supplies materials, who patches, who hauls debris), payment timing (when the sub gets paid if your client pays late), insurance (an expired certificate, or no additional insured endorsement naming you), and changes (the sub does extra work the client never approved). The templates below handle each one. Note that pay-when-paid and pay-if-paid clauses are treated very differently from state to state; some states won’t enforce pay-if-paid at all. And a sub who works for you like an employee may legally be one, whatever the agreement says (see the classification section above).
More subcontractor agreement templates
Full and short-form subcontract templates for the situations small contractors actually run into.
Master subcontractor agreement (for subs you use again and again)
Sign once; then send a short work order for each job. Saves re-signing terms every time.
MASTER SUBCONTRACTOR AGREEMENT
This agreement is between [Your Company LLC] (“Contractor”) and [Sub Company] (“Subcontractor”), effective [Monday, November 2, 2026].
1. Work orders. Contractor may offer jobs by written work order (email or text is fine) stating the address, scope, price, start date and completion date. A work order is binding once the Subcontractor accepts it in writing. Each work order is governed by this agreement.
2. Standards. Subcontractor will perform work in a good and workmanlike manner, to code, to the manufacturer’s instructions and to the requirements of Contractor’s contract with the client, which Contractor will share for each job.
3. Payment. Subcontractor will invoice on completion of each work order [or every two weeks for longer jobs]. Contractor will pay within [10] days after Contractor receives payment from the client for that work, and in any case within [45] days of a correct invoice, unless the work is disputed in writing.
4. Insurance. Subcontractor will keep general liability of at least $[1,000,000] per occurrence, auto liability, and workers’ compensation as required by law, and will name Contractor as additional insured. Certificates must be current before any work order starts.
5. Licenses and permits. Subcontractor holds all licenses its work requires: [license # ___].
6. Changes. No extra work will be paid without a signed change order.
7. Warranty. Subcontractor warrants its work for [1 year] from completion of each work order and will return within [5] business days to correct defects.
8. Independent business. Subcontractor controls how the work is done, supplies its own tools and workers, and is responsible for its own taxes and payroll.
9. Term. Either party may end this agreement with [14] days’ written notice. Work orders already accepted will be completed unless both agree otherwise.
Contractor: ________ Subcontractor: ________
Work order under a master subcontract
The short per-job document that goes with the master agreement.
WORK ORDER #[1031-07] under Master Subcontractor Agreement dated [Nov 2, 2026]
Job: [Kim residence, 412 Pine St]
Scope: [Install 6 recessed LED cans in living room on existing switch; patch ceiling holes ready for paint (paint by others)]
Materials: [Contractor supplies fixtures; Subcontractor supplies wire, boxes, connectors]
Price: $[1,140.00] fixed
Start: [Wednesday, November 11, 2026] Complete by: [Friday, November 13, 2026]
Site rules: [client works from home; arrive after 8:30 am; dog in back yard; lockbox code given day-of]
Permit: [Subcontractor pulls electrical permit; fee included]
Accepted by Subcontractor: ________ Date: ______
Fixed-price subcontract for one job
For a one-off sub when you don’t want a master agreement.
SUBCONTRACT — FIXED PRICE
Contractor: [ ] Subcontractor: [ ]
Project: [Bathroom remodel, Alvarez residence, 88 Oak Ln]
Prime contract: Contractor’s contract with the owner dated [Oct 19, 2026]; relevant sections attached.
Scope: [Tile shower walls and floor (approx. 110 sq ft), install niche and curb, waterproof with Schluter Kerdi system, grout and seal. Tile and setting materials supplied by Contractor. Sub supplies tools and waterproofing labor.]
Excluded: [plumbing, glass, drywall, paint].
Price: $[3,850.00] fixed. Payment: [50% when waterproofing passes flood test; 50% at completion and Contractor’s inspection], net [10] days after each milestone invoice.
Schedule: start [Monday, Nov 16, 2026]; complete by [Wednesday, Nov 25, 2026].
Cleanup: Sub removes its debris daily and leaves the work area broom-clean.
Warranty: [2 years] on workmanship, including any leak from the waterproofing it installed.
Insurance, change orders, lien waivers and termination: [as in the attached standard clauses].
Contractor: ________ Subcontractor: ________
Time-and-materials subcontract with a cap
For repair work where the scope can’t be priced up front.
SUBCONTRACT — TIME AND MATERIALS, NOT TO EXCEED
Scope: [Locate and repair leak in irrigation main, Harbor Lofts common area].
Rate: $[85]/hour per technician, billed in [15]-minute increments, plus materials at cost + [10]%.
Not-to-exceed: $[1,500]. Subcontractor will stop and call Contractor for written approval before going over this amount.
Records: daily sheet with hours, names and materials, signed by the sub’s lead, sent the same day.
Invoice: within [3] business days of completion with receipts for materials.
Contractor: ________ Subcontractor: ________
Short-form subcontract by email
For small, simple jobs with a sub you trust. Ask them to reply “I agree.”
Subject: Sub agreement — Brooks interior paint, Nov 18–20
Hi [Name],
Here’s the job we discussed. Please reply “I agree” to confirm.
- Job: Brooks residence, 1550 Elm. Paint 3 bedrooms and hallway (walls only), 2 coats, colors on the attached sheet.
- Price: $[2,100] fixed. Paint supplied by us; you bring tools and drop cloths.
- Dates: Wednesday, Nov 18 – Friday, Nov 20, 2026, 8 am–4 pm.
- Payment: within 10 days of your invoice after I do the walk-through.
- Your COI with us as additional insured must be on file before you start (yours expires Dec 31 — we’re good).
- Extra work only with my written OK. Please don’t price extras directly with the homeowner.
- Our master terms from [date] apply.
Thanks,
[Name]
Subcontractor agreement for cleaning or janitorial accounts
Common when a cleaning company subs out a commercial building or overflow residential jobs.
CLEANING SUBCONTRACT
Account: [Cedar Dental, 2201 Plumas St], cleaned [Mon/Wed/Fri after 6 pm].
Scope: per the attached checklist (front office, 4 operatories, restrooms, break room; trash; floors).
Rate: $[145] per visit, invoiced [twice a month].
Supplies: [Subcontractor supplies chemicals and equipment; client supplies paper goods and liners].
Access: alarm code and key issued to Subcontractor’s named lead only: [name]. Changes in staff must be reported before they enter the building.
Quality: Contractor may inspect; issues reported by 10 am are fixed the same day at no charge.
Non-solicitation: Subcontractor won’t offer cleaning services directly to this client for [12] months after this agreement ends.
Insurance: general liability + janitorial bond of $[25,000], Contractor named additional insured.
Contractor: ________ Subcontractor: ________
Subcontractor agreement for landscaping or snow removal
Seasonal subs with weather-triggered work.
SNOW REMOVAL SUBCONTRACT — 2026–27 SEASON
Sites: [Schedule A: 6 commercial lots].
Trigger: plow at [2"] accumulation; sidewalks and entries shoveled and salted by [6:00 am] on business days.
Rates: plowing $[95]/push per site; salting $[60]/application; hand shoveling $[45]/hour.
Records: Subcontractor logs arrival/departure times, inches and photos for each visit in [app], same day.
Equipment: Subcontractor supplies truck, plow and salter.
Season: [Nov 15, 2026 – Apr 1, 2027].
Insurance: auto + general liability with snow and ice operations included (not excluded), Contractor named additional insured.
Payment: monthly, within [15] days after Contractor receives the logs and invoice.
Contractor: ________ Subcontractor: ________
Running subs: paperwork and messages
The checklists and notes that keep the agreement working after it’s signed.
Subcontractor onboarding checklist
Collect everything before the first job, not after.
[ ] Signed master subcontractor agreement
[ ] W-9 (legal name and tax ID)
[ ] Certificate of insurance: GL limits, auto, workers’ comp (or state exemption certificate)
[ ] Additional insured endorsement naming [Your Company LLC]
[ ] Contractor’s license number verified on the state board site
[ ] Business license (city/county, if required)
[ ] Emergency contact and main phone
[ ] Payment details (ACH form)
[ ] Copy of your client communication and site rules
[ ] COI expiration date entered in your calendar
Email requesting a certificate of insurance
Be specific about what you need on it.
Subject: COI needed before Nov 16 start — [Your Company]
Hi [Name],
Before you start on the Alvarez job on Monday, Nov 16, please have your agent send a certificate of insurance to [email] showing:
- General liability, $1,000,000 per occurrence / $2,000,000 aggregate
- Auto liability
- Workers’ compensation (or your state exemption)
- [Your Company LLC, address] as additional insured on the GL policy, with the endorsement attached
Thanks — we can’t put anyone on site without it, per our client contracts.
COI expiring notice
Send 30 days before the date on file.
Hi [Name], our records show your general liability certificate expires on Thursday, Dec 31, 2026. Please ask your agent to send the renewed certificate (with our additional insured endorsement) before then so we can keep scheduling you in January.
Sub invoice / pay request format
Ask subs to bill in a format you can check quickly.
SUBCONTRACTOR INVOICE
Sub: [ ] Invoice #: [ ] Date: [ ]
Job / work order #: [ ]
Original subcontract amount: $[3,850.00]
Approved change orders: $[ ] (CO #___)
Revised amount: $[ ]
Completed to date: [50]% = $[ ]
Less previous payments: $[ ]
Less retainage ([5]%): $[ ]
AMOUNT DUE THIS INVOICE: $[ ]
Attached: conditional lien waiver for this payment, photos of completed work.
Backcharge notice to a sub
When you had to fix or clean up after them. Give notice first, with costs.
Hi [Name],
On Friday, Nov 20 we found that grout lines in the Alvarez shower were left unsealed and debris from your crew was in the client’s garage. Per section [8] of our subcontract, I’m giving you notice of a backcharge for the cost to correct it:
- Seal grout, 1.5 hrs × $[65] = $[97.50]
- Debris haul-off = $[60.00]
Total: $[157.50], to be deducted from your final payment.
If you’d rather fix the sealing yourself, reply by Monday, Nov 23 at noon and we’ll remove that part.
Thanks,
[Name]
Sub didn’t show up: notice under the agreement
Put it in writing the same day.
Hi [Name], your crew was scheduled to start the Brooks paint job today, Wednesday, Nov 18, at 8 am under our agreement, and no one arrived or called. Please confirm by 2 pm today whether you’ll start tomorrow morning. If I don’t hear back, I’ll need to bring in another painter to keep my client’s schedule, and any extra cost will be handled under section [9] of our agreement.
Year-end subcontractor paperwork
Get 1099 details right before January.
Hi [Name], getting ready for year-end. Please confirm by Tuesday, Dec 15:
1. Your legal business name and tax ID match the W-9 we have on file (attached).
2. Your mailing address for the 1099-NEC.
3. Any 2026 invoices you haven’t sent us yet.
For payments made in 2026, we file a 1099-NEC if we paid you $2,000 or more for the year.
Common questions
Do I need a written agreement for a helper I pay in cash?
It’s strongly recommended. Cash doesn’t change the tax rules: payments for services still count toward the 1099-NEC threshold, and you still need the helper’s W-9. A written agreement also protects you if something is damaged or a key goes missing.
Is an independent contractor agreement legally binding if we sign electronically?
In the U.S., federal law (the E-SIGN Act) and state laws based on the Uniform Electronic Transactions Act generally treat electronic signatures like handwritten ones for ordinary business contracts. An e-signature app gives you the cleanest record; a reply email saying “I agree” to the full terms is weaker but still evidence of agreement.
When do I need to send a 1099-NEC?
Generally when you pay a non-employee, including an individual or partnership, for services in the course of your business and the total for the year reaches the IRS threshold: $2,000 for payments made in 2026 (it was $600 for earlier years, and is inflation-adjusted from 2027). Payments to most corporations are exempt. The form goes to the contractor and the IRS by January 31. Payments made by card or through some payment apps may be reported by the payment company instead. Check with your tax preparer.
Can my contractor agreement include a non-compete?
Rules differ widely by state, and some states make most non-competes unenforceable. A narrow clause that only stops a contractor from soliciting the specific customers they served through you, for a short period, is more common and more likely to be enforced. Get local advice before relying on one.
Who should carry insurance, me or the contractor?
Both of you. The contractor should carry general liability for their own work (and workers’ compensation if they have employees or your state requires it), and you should keep your own business policy. Ask your insurer whether your policy covers work done by uninsured subcontractors; many don’t, or they charge extra at audit.
What’s the difference between this and an estimate or invoice?
An agreement sets the ongoing rules between you and the contractor. Each job still has its own scope and price (the job sheet), the contractor invoices you, and you invoice your customer. See the estimate template and the invoice template for those documents.
How to use this template
Copy the full agreement into a document, fill in your business details and the terms you always use (pay cycle, insurance limit, notice period), and save it as your master. For each new contractor, fill in their details and have both of you sign. Describe each job in a short job sheet so you don’t need a new agreement every time.
Read the whole thing once with the contractor before signing. Most problems these agreements prevent are simple misunderstandings, and going through it together catches them on day one. If the work is large, ongoing, or in a state with strict worker-classification rules, have a local lawyer or your state’s small business development center review your version.
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