How to track subcontractor public liability insurance expiry dates

Why public liability insurance matters for site access

Public Liability Insurance (PLI) covers claims made against a subcontractor for injury or damage to third parties -other workers on site, members of the public, or property. If an uninsured subcontractor causes damage or injury on your site, the liability can fall back on you as the principal contractor.

Most UK construction sites require a minimum of £2 million PLI cover. Higher-risk sites, or those managed by larger principal contractors, typically require £5 million or £10 million. Always check the site-specific requirement before accepting a certificate -a £1 million policy when the site requires £5 million leaves a gap in your compliance record, not just the subcontractor's.

Unlike CSCS cards, there is no central register to check. The only way to verify a subcontractor's insurance status is to get a copy of their current certificate directly from them.

How public liability insurance lapses without warning

PLI policies typically run for 12 months. When a policy renews, the subcontractor receives a new certificate from their insurer -but there is no notification to you. If they do not send you the updated certificate, your records will show an expired policy long after the renewal has happened.

The reverse also happens: a subcontractor's policy lapses because they missed the renewal, forgot to pay, or switched insurer without telling you. You will not be notified. The certificate on file will show a past expiry date -and you will only discover this when you check, or when something goes wrong on site.

The safest approach is to treat the expiry date as a hard deadline and request a new certificate before it passes -not after.

What can happen when a subcontractor works with lapsed insurance

If an incident occurs while a subcontractor is working without valid insurance:

• The subcontractor has no cover for any claim made against them
• The injured party may pursue the principal contractor or main contractor instead
• Your own insurers may reduce or void your cover if you knowingly allowed uninsured contractors on site
• You may face HSE enforcement action in the event of a serious incident

None of these outcomes require negligence on your part. Allowing an uninsured subcontractor to work because you did not notice the certificate had expired is sufficient.

What to record -not just the expiry date

When you collect a certificate, record more than the expiry date. The minimum to keep on file:

• Name of the insured -must match the legal name of the subcontracting entity
• Insurer name and policy number
• Level of cover -confirm it meets the site minimum
• Policy period (from date and to date)
• A copy of the certificate itself (PDF or scan)

The name of the insured is frequently overlooked. A sole trader may have insurance in their personal name, a limited company in a trading name, or a subcontractor may submit a certificate belonging to a related but different entity. Always check the name matches before filing.

Employers Liability Insurance -when it is also required

Employers Liability Insurance (ELI) is a legal requirement for any business that employs people -including temporary workers, casual workers, and labour-only subcontractors. The statutory minimum is £5 million, though most policies provide £10 million as standard.

A sole trader working entirely alone is not legally required to hold ELI. But if they bring any workers with them -even casually -it becomes mandatory. In practice, it is safest to require ELI from all subcontractors unless you are certain they genuinely work alone with no one on their books.

Employers Liability certificates must be displayed at each place of business. Failure to hold the required insurance carries a fine of up to £2,500 per day under the Employers' Liability (Compulsory Insurance) Act 1969.

Setting reminders before renewal is due

A 30-day reminder gives a subcontractor enough time to renew and send you the updated certificate before the current one expires. A 7-day reminder is the backstop -if you have not received a new certificate by then, you need to decide whether to suspend site access until proof arrives.

With ExpiryFlow, you add the certificate against the subcontractor's profile and enter the expiry date. The system sends automatic email reminders at 30 and 7 days before expiry. You can also enable subcontractor notifications -ExpiryFlow emails the subcontractor directly, prompting them to send through the new certificate in time.

When the renewal arrives, update the record and upload the new PDF. The reminder cycle resets, and the old certificate stays on file as a historical record.

What to do if a subcontractor cannot produce a valid certificate

If a subcontractor cannot provide a valid PLI certificate, the correct response is to suspend their access until they can. It is not a punitive measure -it is straightforward risk management.

Most gaps are administrative rather than deliberate. The subcontractor has renewed but has not sent you the new certificate, or is in the process of switching insurer. A 24 to 48 hour notice period usually resolves it. If a subcontractor routinely fails to provide current certificates, that says something about how they run their business -worth weighing when deciding whether to continue working with them.

Track insurance certificates automatically

ExpiryFlow tracks PLI, ELI, and all subcontractor documents. Automatic reminders 30 and 7 days before anything expires.

No credit card required