Facilities & Property checklist
Vendor and Contractor Audit Checklist
Audit vendors and contractors across qualification, insurance and licences, contract scope and SLA delivery, site access and permits, safe work, service quality, preventive maintenance and repairs, materials and environmental controls, documentation and invoicing, corrective actions, performance trends, and final sign-off.
Is the contractor authorized, qualified, working to the approved scope and safety controls, and delivering service quality that matches the contract?
Facilities Lead | Control contractor activity | Correct, verify, and document before closure
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About this checklist
What a vendor and contractor audit checklist should help you verify
Verify the contractor is properly qualified and authorized, understands the approved scope, follows site controls, delivers the required service quality, documents work accurately, manages subcontractors and materials appropriately, and closes corrective actions before performance is accepted.
When
Prequalification reviews, quarterly vendor audits, contract renewals, post-incident reviews, and poor-performance follow-up
Use it before onboarding critical contractors, during scheduled performance audits, after repeated service failures or incidents, before contract renewal, or when unresolved safety, quality, documentation, or commercial issues need formal review.
Who
Facilities, procurement, property management, EHS, security, finance, operations, and vendor representatives
Facilities and property teams, procurement, EHS or safety, security, finance, operations, contract managers, technical specialists, and the vendor's account or site representative can contribute evidence and own actions.
Outcome
A traceable contractor-performance record with clearer risk, service, and corrective-action ownership
Create one evidence trail for approval, competency, insurance, scope, access, permits, safe work, quality, PM, materials, incidents, documentation, invoices, corrective action, scorecards, and sign-off.
Complete vendor and contractor audit
60 checks across vendor qualification, licences and insurance, contract scope and SLA delivery, site induction and access, permits and safe work, service quality, PM and repairs, materials and environmental controls, incidents, documentation and invoicing, corrective actions, performance trends, and sign-off
Ten sections, sixty checks. Adapt the checklist to the contracted service, risk level, procurement controls, site rules, insurance and licensing requirements, safe-work procedures, service specifications, commercial terms, local regulatory obligations, and criticality of the outsourced activity.
Section 1Audit scope, vendor register, contract profile, criticality, responsibilities, and previous findings
- Confirm the property, building, audit date, vendor or contractor name, service category, contract reference, and audit scope are clearly identified.
- Verify the vendor or contractor is listed in the current approved supplier or contractor register where such approval is required by the organization.
- Identify the contracted sites, service areas, critical assets, service frequencies, response obligations, and named client and vendor representatives included in scope.
- Review previous audit findings, complaints, service failures, incidents, repeat defects, missed visits, disputed invoices, and open corrective actions before field sampling.
- Confirm responsibilities are defined across facilities, procurement, property management, EHS or safety, security, finance, operations, and the vendor or contractor.
- Record vendor, contract or PO reference, audit date, auditor, facilities owner, vendor representative, procurement owner where applicable, and next review date.
Section 3Contract scope, service levels, frequencies, response times, deliverables, and change control
- Confirm the current contract, scope of work, SLA, service schedule, specification, or purchase-order requirements are accessible to the responsible site and vendor teams.
- Verify planned service frequencies, inspection intervals, preventive-maintenance tasks, staffing expectations, and response times are clearly defined for sampled services.
- Compare scheduled visits with actual attendance, check-in records, work orders, service reports, or other evidence to identify missed or late service.
- Review emergency, breakdown, or urgent-callout response against applicable target times and record repeated delays or unresolved service interruptions.
- Confirm scope changes, additional work, exclusions, temporary arrangements, and variations are authorized and documented rather than agreed informally in the field.
- Escalate repeated missed visits, material SLA failure, undocumented scope changes, or service gaps affecting building operations, safety, or critical assets.
Section 5Safe work, risk assessment, isolation, PPE, tools, housekeeping, barriers, and work-area control
- Verify the contractor has an appropriate task risk assessment, method statement, job safety analysis, or equivalent safe-work plan where required for the activity.
- Confirm required isolation, lockout or tagout, shutdown, line breaking, access restriction, or energy-control measures are implemented before applicable maintenance or repair work.
- Inspect contractor PPE, fall protection, respiratory protection, electrical protective equipment, hearing protection, or other task-specific controls for suitable use where required.
- Check tools, ladders, lifting devices, test instruments, powered equipment, extension leads, hoses, and temporary equipment are visibly serviceable and suitable for the task.
- Verify barriers, warning signs, floor protection, dust or debris control, pedestrian separation, housekeeping, and safe material storage protect occupants and the work area.
- Escalate uncontrolled high-risk work, missing isolation, absent critical PPE, unsafe equipment, inadequate barricading, or contractor practices that expose occupants or property to harm.
Section 7Preventive maintenance, inspections, repairs, parts, service records, asset history, and handback
- Confirm sampled preventive-maintenance or inspection visits were completed at the contracted frequency and overdue tasks are visible rather than silently rolled forward.
- Verify service reports identify the asset, task completed, technician, date, readings, parts used or replaced, defects found, and final status where applicable.
- Check replacement parts, consumables, filters, belts, lubricants, batteries, seals, or other materials match approved specifications where the contract defines them.
- Confirm defects discovered during routine service are converted into quoted work, corrective work orders, escalation, or client approval rather than omitted from the record.
- Verify equipment guards, panels, valves, controls, isolations, doors, access panels, and operating settings disturbed during work are correctly restored before handback.
- Escalate overdue PM, unsupported service records, incorrect parts, unreported defects, unsafe handback, or asset-history gaps that weaken maintenance control.
Section 9Incidents, complaints, communication, documentation, invoicing, commercial control, and performance review
- Review contractor incidents, near misses, injuries, property damage, service interruptions, alarms, complaints, or security events and confirm required reporting and follow-up were completed.
- Confirm escalation contacts, emergency contacts, service desk details, account-management contacts, and communication routes are current and understood by both parties.
- Check service reports, attendance records, photos, certificates, test results, permits, completion notes, and other required deliverables are submitted within agreed timelines.
- Compare sampled invoices, callout charges, labor hours, materials, parts, variation claims, and additional work with approved records and contract terms where audit scope includes commercial control.
- Review complaints, rejected work, disputed charges, delayed quotations, repeated communication failures, and unresolved client feedback for recurring performance issues.
- Confirm vendor performance reviews or scorecards consider service quality, safety, SLA delivery, responsiveness, documentation, corrective-action closure, and recurring issues where applicable.
Section 2Qualification, licences, insurance, competency, approvals, certifications, and subcontractor authorization
- Verify required business registrations, trade licences, professional licences, statutory approvals, or other authorization records are current where applicable to the contracted work.
- Confirm required insurance policies, coverage limits, validity dates, certificates, and endorsements are current and consistent with contract requirements.
- Review technician or worker competency records, trade qualifications, equipment authorizations, specialist certifications, and refresher requirements relevant to the sampled work.
- Confirm any subcontractor used on site has been disclosed, approved where required, and is subject to the same applicable qualification and site-control requirements.
- Check required medical fitness, training, background, security, or customer-specific approval evidence where such requirements are part of the contract or site rules.
- Escalate expired, missing, falsified, inconsistent, or out-of-scope qualification evidence and prevent unauthorized personnel or subcontractors from continuing restricted work.
Section 4Site induction, access control, permits, work authorization, worker identification, and security requirements
- Confirm contractor personnel completed the required site induction or orientation before starting work and refresher or re-induction requirements are current where applicable.
- Verify workers are identifiable through approved badges, permits, visitor or contractor passes, uniforms, or other site identification methods where required.
- Check access permissions, keys, cards, plant-room entry, roof access, restricted areas, after-hours work, and security escorts match the authorized work scope.
- Confirm permit-to-work, work authorization, isolation approval, access permit, hot-work permit, confined-space permit, or other required control is issued before applicable work begins.
- Inspect sign-in, sign-out, attendance, toolbox talk, shift handover, and work-area control records where these are required by site procedure.
- Escalate unauthorized access, missing permits, uninducted workers, uncontrolled keys or cards, or contractor activity outside the approved location or time window.
Section 6Work quality, service execution, specifications, workmanship, functional results, and defect recurrence
- Inspect a representative sample of completed contractor work against the agreed specification, manufacturer instructions, work order, drawing, or service standard.
- Check workmanship for secure installation, correct fit, proper finishing, suitable materials, correct reinstatement, cleanliness, and absence of avoidable damage.
- Verify required functional checks, operating readings, tests, commissioning steps, or service results are recorded where applicable to the contracted task.
- Compare closed work orders with actual asset or area condition to identify incomplete, inaccurate, prematurely closed, or unsupported service records.
- Review repeat callbacks, repeat breakdowns, recurring leaks, recurring alarms, repeated cleaning failures, or repeated repair of the same defect for quality concerns.
- Escalate defective workmanship, failed functional results, repeated rework, damage caused by the contractor, or completed records that do not match field condition.
Section 8Materials, equipment, chemicals, waste, environmental controls, subcontractors, and property protection
- Verify materials, spare parts, chemicals, coatings, cleaners, lubricants, sealants, or consumables used on site are approved or suitable for the contracted work.
- Check chemical labels, safety data information, containers, secondary containers, storage, transport, and spill-control arrangements where hazardous products are used.
- Inspect contractor material storage, cylinders, equipment, tools, temporary works, skips, and work-area staging for safe placement and protection from damage or unauthorized use.
- Confirm waste, removed parts, scrap, packaging, oily materials, chemical waste, or other contractor-generated waste is removed or disposed of through approved routes.
- Check dust, noise, vibration, odor, water discharge, spills, debris, floor damage, wall damage, ceiling damage, landscaping impact, or other environmental/property effects are controlled.
- Escalate uncontrolled hazardous materials, spills, improper waste disposal, unapproved subcontractor activity, or contractor-caused property damage requiring corrective action.
Section 10Audit findings, corrective actions, verification, performance trends, escalation, and final sign-off
- Classify findings by qualification, insurance or licence, scope or SLA, access, permit, safe work, service quality, PM or repair, materials, environmental control, documentation, commercial, or other approved category.
- Prioritize findings using safety impact, critical-service impact, legal or contract exposure, repeat failure, property damage, occupant impact, financial exposure, and urgency.
- Create corrective actions with a named client owner and vendor owner, due date, required evidence, escalation path, and agreed closure criteria.
- Apply immediate controls such as stopping unsafe work, restricting contractor access, isolating defective work, assigning alternate service, or requiring rework where necessary.
- Verify corrective action through reinspection, live photos, updated qualification documents, service records, retest results, repaired work, approved invoices, or other objective evidence before closure.
- Record final audit status, critical open findings, contractor restrictions, overdue actions, repeat failures, overall performance rating, next review date, auditor, vendor representative, facilities owner, and management approval.
Take it with you
Download the printable PDF to audit vendor records and field performance together, capture live evidence, identify contract or safety gaps, and connect rework, document updates, service recovery, access restrictions, and corrective actions to named owners.
Use the complete checklist during your next vendor and contractor audit
This internal Facilities & Property template supports vendor and contractor governance. Apply the current contract, procurement requirements, site rules, safe-work procedures, insurance and licensing conditions, specialist standards, local regulatory obligations, and legal advice where applicable.How to use it
Turn contractor audits into a controlled evidence-to-correction workflow
Start with qualification and contract evidence, sample actual field delivery, separate isolated misses from recurring performance failure, then assign corrective actions and verify service, documentation, and site controls before closure.
Confirm approval and contract scope
Review vendor approval, licences, insurance, competency, subcontractors, scope, SLA, service frequencies, response targets, prior findings, and key client and vendor contacts.
Audit field delivery and site controls
Sample inductions, access, permits, safe work, tools, materials, workmanship, PM evidence, functional results, housekeeping, environmental controls, and contractor handback.
Assign corrective and service-recovery actions
Stop unsafe or unauthorized work where necessary and create named actions for rework, missing documents, SLA recovery, qualification gaps, contractor training, or commercial correction.
Verify closure and review performance
Reinspect work, validate documents and test evidence, confirm service recovery, update performance ratings, review repeat failures, and use results in renewal or escalation decisions.
Live interactive demo
See how vendor and contractor audits work when they are run in Taqtics
Use the digital workflow to audit contractor documents and field work together, capture live evidence, flag critical qualification or safety gaps, assign rework and corrective actions, verify closure, and compare vendor performance across properties.
Capture vendor, contract, site, licence or insurance status, worker or subcontractor evidence, field photos, service records, finding, owner, due date, and verification history together.
Turn missing qualifications, unsafe work, SLA misses, poor workmanship, incomplete PM, property damage, missing records, or disputed service into accountable actions.
Track audit scores, service failures, repeat defects, incidents, rework, documentation gaps, response time, corrective-action aging, and verified closure across vendors and properties.
Illustrative website demo. Responses are not stored or submitted.
Why digitize it
A clearer way to manage vendors and contractors across every property
Taqtics connects vendor audits, qualification evidence, site performance, live proof, service failures, corrective actions, performance trends, renewal decisions, and reporting across properties.
Audit every contractor consistently
Capture vendor, contract, site, qualification status, SLA result, field condition, photo, owner, due date, corrective action, and audit history together.
Standardize contractor evidence
Use consistent qualification rules, document checks, critical-finding criteria, photo proof, SLA fields, service-quality scoring, and closure expectations.
Route action to both client and vendor owners
Assign safety, qualification, rework, service recovery, documentation, commercial, procurement, contractor-training, or access-control action without losing context.
Compare performance across vendors and properties
Track missed visits, repeat defects, incidents, rework, complaints, document gaps, response performance, corrective-action aging, and audit scores across the portfolio.
Frequently asked questions
Vendor and contractor audit checklist FAQs
What should a vendor and contractor audit checklist cover?
It should cover vendor approval, licences and insurance, worker competency, subcontractors, contract scope and service levels, site induction and access, permits and safe work, service quality, preventive maintenance and repairs, materials and chemicals, environmental controls, incidents, documentation, invoicing, corrective actions, performance trends, and final sign-off.
How is this different from a vendor performance checklist?
A vendor performance checklist focuses mainly on ongoing delivery, SLA, quality, communication, documentation, and commercial performance. A vendor and contractor audit goes deeper into qualification, licences, insurance, worker competency, site access, permits, safe-work controls, subcontractors, field execution, and audit evidence.
What contractor documents should be reviewed?
Depending on the service, typical documents can include approved-vendor status, contract or scope, insurance, licences, competency records, subcontractor approvals, inductions, permits, risk assessments, method statements, service reports, test certificates, attendance records, corrective actions, and invoices.
What contractor findings should be treated as critical?
Examples include unauthorized or unqualified workers, expired mandatory approval, uncontrolled high-risk work, missing critical isolation, serious safety breaches, work that disables a life-safety system, severe defective workmanship, falsified records, or a service failure that creates immediate operational or property risk.
How should repeat contractor failures be handled?
Trend the failures rather than closing each case independently. Increase audit or supervision frequency, require a formal corrective-action plan, review staffing or competency, adjust service controls, apply contractual escalation where appropriate, and use the evidence during renewal or replacement decisions.
Does this checklist replace legal, procurement, or specialist contractor requirements?
No. It is an internal Facilities & Property audit template. It should be adapted to the current contract, procurement policy, insurance and licence requirements, site safety rules, specialist standards, applicable law, and advice from qualified legal, procurement, safety, or technical professionals.
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