Source: https://www.quantsurv.com/library/subcontract-document-checklist Content format: Markdown version of the public page. Content reviewed: 2026-10-11 # How to read your contract documents A signed order is only part of the picture. Find the documents that describe your work, allocate risk and control the decisions you must make. by [Jack Butler-Kettle]() · About 5 min readShare ## Before you start Start with the order, quotation, accepted qualifications, drawings, specifications and any documents incorporated by reference. Gather the complete agreement before relying on a single clause. Record which documents apply, their versions and any stated order of priority. Then turn the obligations into a working checklist for your business. ## Step-by-step guide 1. ### 1. Collect the complete agreement Collect the order, signed agreement, conditions, particulars or Contract Data, amendments, scope, drawings, specifications and pricing documents. Include documents incorporated by reference. Keep the tender qualifications and later agreed changes alongside them. Mark their status; a document you sent is not necessarily an agreed contract term. Use a document register with title, revision, date, source and agreement status. Preserve the original files rather than replacing them with a combined summary. 2. ### 2. Resolve document relationships and differences Look for a priority clause explaining how conflicts are treated. Do not assume the newest document automatically overrides every earlier one. Write down conflicts between quantities, drawings, programme dates and exclusions. Ask for clarification before pricing or performing disputed work where practicable. The [JCT selection guide]() distinguishes forms for different arrangements. A familiar family name does not identify your exact obligations. 3. ### 3. Map the obligations into a working checklist For each obligation, record the action, responsible person, trigger, deadline, recipient and required evidence. Keep the clause reference beside it. Cover design responsibility, access, programme updates, instructions, applications, notices, completion, defects and ending the contract. Assign someone to maintain the map. The [interactive contract course]() lets you practise this review on a worked contract and use a negotiation record to track proposed changes. Separate commercial questions from legal interpretation. An unclear indemnity, liability limit or incorporated term may require legal advice before a decision. A [Signed contract review and action plan]() can help translate an agreed contract into this practical record of duties, dates and evidence. 4. ### 4. Assign ownership and keep the map current Check the map when revised documents arrive. Record who agreed a change and whether it affects price, dates or responsibilities. Read [JCT and NEC compared]() for a starting comparison. Use the signed contract for the actual rules. This is general learning for the UK construction industry. Check your governing law, contract form and amendments. Statutory procedures differ across England, Wales, Scotland and Northern Ireland. **Before you finish:** Record missing documents and unresolved conflicts explicitly. Check that the site team is using the agreed revisions. ## Worked example ### The facts An electrical subcontractor receives an order referring to drawing revision C, but their tender used revision B. ### What happens 1. They log both drawings and identify the additional distribution board on revision C. 2. They check the order, accepted qualifications and document priority terms together. 3. They record the difference and seek written clarification of scope and price before treating the board as included. ### What this shows The scope difference becomes a specific question supported by documents. The example does not decide whether an extra payment is due. ### Project setup checklist Complete this before starting work. Record the exact document and revision, who checked it and the action required for anything unresolved. [Download blank Excel workbook]() Free blank template for your own project. The completed example is shown below. No email address required. View the completed example Completed fictional example Westhaven refurbishment · 14 October 2026 · Version 1.0 #### Project setup checklist Scroll across if needed to read the whole record. A dash means no value has been entered. Project setup checklist: completed fictional example | Check | Agreed position / source | Owner | Checked on | Status | Action / evidence | | --- | --- | --- | --- | --- | --- | | Signed agreement | Order WH-042 signed 1 Oct 2026; scope rev C | Commercial lead | 2 Oct 2026 | Verified | Signed PDF in contract folder | | Design responsibility | Scope section D: partition setting-out only | Design lead | 2 Oct 2026 | Verified | No structural design in package | | Payment calendar | Schedule P rev 2; application 20 Oct; final payment 16 Nov | Accounts lead | 2 Oct 2026 | Verified | Diary entries PAY-01 | | Insurance evidence | Required policy certificate not yet received | Commercial lead | 2 Oct 2026 | Open | Obtain current certificate by 5 Oct | The completed example uses fictional people, events and records. Replace it with your own verified information and preserve supporting evidence. ### Contract document register Enter the exact revision and approval evidence. Keep superseded documents in the archive and identify them clearly. [Download blank Excel workbook]() Free blank template for your own project. The completed example is shown below. No email address required. View the completed example Completed fictional example Westhaven refurbishment · 14 October 2026 · Version 1.0 #### Contract document register Scroll across if needed to read the whole record. A dash means no value has been entered. Contract document register: completed fictional example | Document | Revision / date | Status | Precedence / basis | Qualification / action | Evidence | | --- | --- | --- | --- | --- | --- | | Order WH-042 | Signed 1 Oct 2026 | Agreed | Order clause 2: first | Design limited to setting-out | Signed order PDF | | Scope schedule | C / 30 Sep 2026 | Agreed | Second in order clause 2 | Excludes structural steelwork | Signed scope | | Drawing P-104 | D / 7 Oct 2026 | Instruction received | Change from agreed baseline C | Price/time effect CH-07 unresolved | Instruction I-07 | A list alone does not agree precedence or incorporate a document. Record the actual agreement. [Browse the Library]()