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What is a Request for a List of Subcontractors and Suppliers?

A Request for a List of Subcontractors and Suppliers is essentially a request for additional project information. When sent, the sender is asking the recipient to identify their subcontractors and suppliers on the project, and potentially, any other subs and suppliers beneath them that the recipient may be aware of.

Utilizing a Request for a List of Subcontractors and Suppliers is a great way to start a project on the right foot. When the entire project tree is clear and everyone understands who all is performing work on a project, it’s much easier to establish a collaborative and transparent environment.

Requesting a List of Subcontractors and Suppliers is one of the earliest steps of this process. However, a Request for a List of Subcontractors and Suppliers might also come later in a project and be used as a means to identify any potential unpaid parties prior to releasing payment.

Who needs to use a Request for a List of Subcontractors and Suppliers?

Any party who has hired someone to perform work or furnish materials on a project could benefit from sending a Request for a List of Subcontractors and Suppliers. By doing so, a sender can get a clearer picture of who’s working on the job, and it will be easier to communicate with those parties. At the same time, receiving a list of subcontractors and suppliers could also help to prevent the spreading of payment problems if a dispute arises or appears likely to occur.

In most situations, a Request for a List of Subcontractors and Suppliers will be a voluntary request, so it might not be mandatory to send one, and it might not even be mandatory that anyone respond to such a request. In certain states and certain situations, though, a Request for a List of Subcontractors and Suppliers will mandate a response from the recipient with that information included.

In what circumstances is a Request for a List of Subcontractors and Suppliers normally used?

Two circumstances come to mind for a Request for a List of Subcontractors and Suppliers.

For one, requesting this information at the start of a job is invaluable. It helps clarify exactly who is performing work and furnishing materials to the job site, and having that information makes it infinitely easier to collaborate and communicate on the job. Plus, having that information from the jump makes it easier to release payments on time with confidence.

A Request for a List of Subcontractors and Suppliers is also used during the life of the project (prior to progress payments), and at the end of the job (prior to final payment). When used in this setting, a list of subcontractors and suppliers will make it easier to identify exactly who must be paid, and it will provide the sender clarity on exactly who they’ll need to receive lien waivers from. Even when used in reactive circumstances later in a job, requesting (and actually receiving) a list of subcontractors and suppliers helps to provide peace of mind, while also making it easier to communicate and collaborate.

Does a Request for a List of Subcontractors and Suppliers change according to the project location?

A Request for a List of Subcontractors and Suppliers could change based on location. Some states require that a party in receipt of a Request for a List of Subcontractors and Suppliers must respond. Plus, some states set parameters on exactly how such a request must be made (i.e. A notice may need to be in writing, may need to be sent to specific parties, may require specific mailing, etc.).

However, in many (if not most) situations, a Request for a List of Subcontractors and Suppliers will be completely voluntary – and the recipient of such a request might not be legally required to provide an answer. When a Request for a List of Subcontractors and Suppliers is not made pursuant to some requirement or statutory provision, the party sending the notice will be entitled to make a request however they see fit.

Request Sub-Tiers & Vendors

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Does a Request for a List of Subcontractors and Suppliers change according to the project type?

It can! Regarding a request that is made pursuant to some state’s statute, there may be differences depending on whether a project is public or private (such as: who is entitled to make a request, who must respond, and how quickly a response must be made).

For situations where a Request for a List of Subcontractors and Suppliers is made voluntarily, whether a project is considered a public or private should not affect the request.

What happens if I make a mistake with a Request for a List of Subcontractors and Suppliers?

A Request for a List of Subcontractors and Suppliers won’t always be made pursuant to some statute or requirement. In those cases, a “mistake” made on the request shouldn’t have any negative effect.

If a Request for a List of Subcontractors and Suppliers is not sent, there’s no real loss of rights – other than that a list of subcontractors and suppliers itself might not be obtained. However, a failure to establish a solid project tree and understand who all is performing work and furnishing materials might serve as an obstacle to establishing a collaborative, transparent project. When it’s clear how the project tree and payment chain operate, it’s easier to operate and avoid construction payment disputes.

What Happens if a Recipient Ignores a Request for a List of Subcontractors and Suppliers?

The effects of a failure to respond to a Request for a List of Subcontractors and Suppliers will depend on whether or not a response is mandated by statute. Even in a situation where a response is required, the penalty for a failure to respond will vary by state (if there’s a penalty at all).

Practically speaking, when a party refuses to provide information about their subcontractors and suppliers, this refusal might act as a red flag and slow down payment. At best, it will prevent collaboration and transparency on a project and make it hard to collect the necessary lien waivers prior to releasing payment. In a worst-case scenario, it could even indicate that the recipient’s subcontractors and suppliers are being slow-paid or even going unpaid.

Is a Request for a List of Subcontractors and Suppliers usually paired with anything else?

A Request for a List of Subcontractors and Suppliers might be paired with some other documents.

When sent at the start of the job, it’s often a good idea to also provide contact information for the requesting party, as well as the information for other higher-tiered parties. That way, everyone on the project is able to communicate up and down the payment chain and job tree.

When utilized later on in the project – particularly, in advance of progress payments or final payment – it’s common to pair a Request for a List of Subcontractors and Suppliers with lien waivers.