Records to maintain for vendor compliance tracking

Vendor relationships are a key part of any building materials operation—but they also come with compliance risks. From expired insurance certificates to missing certifications, lapses on the vendor side can quickly become liabilities for your business.

That’s why tracking and maintaining vendor compliance records is so important. Whether it’s for internal audits, insurance coverage, or supplier evaluations, here’s what to document—and how to keep it organized.

• Proof of Insurance

Every vendor or subcontractor delivering to your yard, working on your site, or providing high-risk services should provide:

General liability insurance

Auto liability (for delivery partners)

Workers’ compensation (if required)

Best practice: Store copies of each certificate and set alerts for expiration dates.

• Business Licenses and Certifications

Depending on your region or industry, certain vendors may need to show:

Contractor’s licenses

Business operating licenses

Environmental or safety certifications (especially for hazardous material handlers)

Keep these on file and ensure they match what’s required by your province or state.

• Signed Contracts and Agreements

Maintain copies of:

Terms and conditions

Pricing agreements or bids

NDAs or confidentiality agreements

Service-level agreements (SLAs)

This helps resolve disputes and provides a reference during vendor reviews.

• Safety and Regulatory Documents

If vendors handle materials on your property or near your teams, request:

SDSs for any materials they bring on-site

Safety plans or training certifications

Equipment inspection logs (for cranes, lifts, etc.)

You’re responsible for safety on your site—even when vendors are involved.

• Performance and Incident Records

Track vendor reliability over time:

Missed or delayed deliveries

Quality control issues

Safety violations

Customer complaints

An ERP system or shared vendor dashboard can help you maintain a full vendor history and flag high-risk partners early.

Final Tip: Staying on top of vendor compliance isn’t about micromanaging—it’s about protecting your business. With the right records and alerts in place, you avoid last-minute scrambles and ensure you’re only working with reliable, compliant partners.

How to Prepare for a DOT Roadside Inspection

If your building material supply business operates commercial trucks—whether for local deliveries or regional freight—you’re on the DOT’s radar. Roadside inspections are unannounced, and how your team handles them can impact your safety rating, insurance costs, and operational downtime.