Confirm who you are hiring
Match the business name on the proposal, service agreement, and requested insurance documents. Clarify related divisions, subcontracting, and who will invoice and supervise the work. Use a verified business contact when exchanging onboarding documents.
Have the right person review insurance
Request current documentation for the proposed work and send property-specific requirements to the provider. Have your insurance contact review coverage, limits, dates, exclusions, and requested endorsements. Being listed as certificate holder is not the same as having additional-insured coverage; confirm the underlying policy arrangements with the insurer or broker.
Request evidence with useful context
Ask about comparable building types, tasks, and scheduling needs. Contact references only when the customer has authorized sharing their information. For photographs or project examples, distinguish work in progress from a documented result. Avoid drawing conclusions about performance from appearance alone.
Confirm the people and site responsibilities
Review keys, alarms, access restrictions, training relevant to assigned tasks, storage, incident reporting, and the contact for concerns. Identify which tasks remain with your staff. Restricted, hazardous, or specialized work must be separately assessed before it is assigned.
Keep the final agreement consistent
Check that the accepted proposal shows rooms, tasks, frequency, supplies, exclusions, price, payment terms, and the process for changes. Review applicable documents before startup. If something material changes, request an updated written scope rather than relying on an informal conversation.