What goes in a subcontractor prequalification packet? Prequalification Guide for Subcontractors in DC, MD and VA
By Capital Growth Studio · Published · 5 min read
This article explains what general contractors in DC, Maryland and Virginia ask for in a prequalification packet. It also shows how to keep your packet ready for the next bid list.
Prequalification is the review that a general contractor (GC) does before you bid or sign a contract. A prequalification packet holds the documents that the GC's questionnaire asks for.
As of October 2026, several GCs with DC, Maryland and Virginia offices publish their lists. These lists include a W-9, financial statements, a surety letter, safety records and an insurance certificate. They also ask for licenses and a project list.
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What goes in the packet?
The published lists ask for these documents:
| Document | What published lists ask for |
|---|---|
| W-9 | A signed, current W-9 (HITT, Monarc, Wohlsen) |
| Financial statements | Two years (HITT). Accrual basis (Wohlsen). |
| Surety letter | Single-project and aggregate bonding capacity (Monarc) |
| EMR letter | An NCCI form or a letter from your carrier, covering three years (DPR, Wohlsen) |
| OSHA records | 300A summaries for the last three years (Monarc), plus the 300 logs (HITT) |
| Insurance certificate | A sample certificate with endorsements (Monarc, Wohlsen) |
| Projects and references | At least three recent projects (HITT). References from the last three years (Plano-Coudon). |
| Licenses and certifications | Each trade license with its state and number, and MDOT MBE, DC CBE or Virginia SWaM status (Plano-Coudon) |
The EMR (experience modification rate) is your workers' compensation "mod." A mod below 1.00 is a credit, and a mod above 1.00 is a debit (NCCI). A new business with no data receives 1.00.
As of October 2026, 29 CFR 1904.1 has a small-company exemption from OSHA injury and illness records. It covers a company with 10 or fewer employees at all times in the last calendar year. The exemption does not apply if OSHA or the Bureau of Labor Statistics informs the company in writing. DPR and Wohlsen ask these small firms for the number of employees and hours worked each year.
Why does the packet take so long to build each time?
Each GC uses its own form. The documents also come from different people, such as your accountant, your bonding agent and your insurance agent.
Many documents also go out of date. Surety letter date limits differ by GC. As of October 2026, the limit is 30 days at DPR, six months at Wohlsen and one year at HITT. A HITT profile expires three months after your fiscal year-end.
How do you keep the packet ready for the next bid list?
- Keep one master folder. Name each file by document type and date.
- Record the expiry date of each document. Set a reminder before that date.
- Request new surety and EMR letters on a schedule.
- Give one person the job of keeping the packet current.
- Write the narrative answers once, such as your safety program and quality control approach. Update them each year.
Some GCs, such as HITT, send their questionnaire through TradeTapp, a BuildingConnected product. The portal stores your answers, but your office still renews each document.
What proof helps your packet?
Most forms ask for past projects and references. These items help:
- a project list with scope, value, year and a reference contact
- one-page project sheets (PDF)
- a capability statement for public work
- a facts page with licenses for each jurisdiction, insurance, safety program and, if you choose, EMR and bonding
Keep one project list as the source for all of them.
Where can you check the current rules?
Laws and regulations change, and amendments, court decisions or agency guidance can change how a rule applies. We checked the sources in this article on October 20, 2026. Before you act, read the current official text for each place where you work:
- Federal: OSHA injury and illness recordkeeping, 29 CFR Part 1904
- Maryland: MOSH recording, reporting and posting requirements and Maryland Department of Labor licensing
- Virginia: 16VAC25-85-1904 (VOSH recordkeeping) and DPOR License Lookup
- District of Columbia: DC Department of Licensing and Consumer Protection, Business Licensing
If your business works in any other state, we strongly recommend that you check that state's current law and its latest amendments, because they may change how these rules apply to you.
Capital Growth Studio is not a law firm. This article is general information, not legal advice. For advice on your situation, speak with a licensed attorney.
Frequently asked questions
How often do general contractors ask subcontractors to prequalify again?
As of October 2026, several GCs in this article ask once a year, including HITT, DPR and Wohlsen. HITT lets you update and resubmit at any time.
Do I have to share my financial statements?
Most published lists ask for them, but some GCs offer options. As of October 2026, DPR will sign a nondisclosure agreement or accept a CPA-prepared tax return with internal statements. Wohlsen offers other ways to submit financial statements outside BuildingConnected.
Updated .
Sources: GC pages, October 2026: HITT, Monarc Construction, Wohlsen Construction, DPR Construction and the Plano-Coudon prequalification form; BuildingConnected support: TradeTapp for subcontractors; NCCI, ABCs of Experience Rating; OSHA, 29 CFR 1904.1.
