Vendor Packet: What to Include (Checklist and Template)

"Send over your paperwork" is the moment many preferred-list conversations stall. A Property Manager is interested, but the shop takes a week to find its insurance certificate and cannot remember its license number. A vendor packet solves that: one set of details you can send the same day.

This guide covers what goes in a vendor packet, a checklist to build yours, and a copy-paste vendor packet template.

1. Business identity and contacts

Your legal business name (the same one on your insurance and W-9), any DBA, a main contact, office phone, email, and an after-hours number if you take emergency calls. Mismatched names across documents are one of the most common questions managers ask.

2. License details

For licensed trades, list the license type, number, the name it is issued under, and the issuing agency so the manager can look it up. In Texas, for example, HVAC and electrical licenses are issued through the Texas Department of Licensing and Regulation, plumbing through the Texas State Board of Plumbing Examiners, and structural pest control through the Texas Department of Agriculture. Rules change, so confirm the current requirements with the agency. If your trade has no statewide license, say so instead of leaving the field blank.

3. Insurance / COI note

A short note on the coverage you carry, the carrier, and expiration dates, plus a line saying a certificate of insurance is available on request. Managers usually want the certificate issued to them as certificate holder, sometimes with additional insured wording, so a generic PDF may not be enough. Our certificate of insurance for vendors guide explains what to ask your agent for.

4. Service area

Cities, ZIP codes, or submarkets you serve. Be honest. Managers would rather hear "north and central only" than find out when you cannot make a call across town.

5. Hours and response

Normal hours, whether you take after-hours or emergency calls, and how you want work orders sent.

6. W-9 reminder

Note that your IRS Form W-9 is ready. Because it includes your tax ID, send the form itself when the manager asks and through the method they prefer, not in a cold email.

7. Optional extras

• Property management references (with their permission)
• How you invoice and whether you include before and after photos
• Trade certifications you hold
• Your company website

Copy this into a document or email and replace the bracketed parts:

[Company legal name] — Vendor Packet
Trade(s): [e.g., HVAC service and repair]
Contact: [Name], [phone], [email]
After-hours / emergency: [Yes/No, phone]
Service area: [cities, ZIP codes, or submarkets]
Hours: [e.g., Mon–Fri 7am–6pm; Sat by appointment]
License: [license type and number, issuing agency — or "No state license required for this trade"]
Insurance: General liability with [carrier], expires [date]. COI available on request; we can add certificate holder and additional insured wording through our agent.
Workers' comp: [Carried with carrier / Not carried — explanation]
W-9: Ready to send on request.
Work orders: [preferred method — portal, email, phone]
Invoicing: [how and when invoices are sent; photos included Y/N]
References: [available on request / names of property references with permission]

1. Keep it to one page or one email. Managers skim.
2. Reply to paperwork requests the same day you receive them.
3. Update the insurance and license lines the day they renew.
4. Pair the packet with a short introduction. See how to get on a preferred vendor list.

For Property Managers: a complete packet makes review faster, but it is still the vendor's own information. Run your usual checks with the vendor vetting and onboarding checklist.

VendorReach has a built-in vendor packet for service companies: license, insurance / COI note, service area, hours, and W-9 reminder in one copy-paste block you can use in outreach to Property Managers. Property Managers who browse VendorReach see the packet details you choose to share. VendorReach does not verify licenses or insurance.

Create a free service company account to set up your packet.