How to build a Business Record that stays current

To build a Business Record that stays current, gather every credential clients ask for into one place, note each expiry date, and renew on a fixed schedule instead of when a client chases you. The goal is simple: when a property manager or general contractor asks for your documents, you can send a current set the same day.

Why keeping your credentials current matters

Hiring organizations increasingly check documents before issuing work orders. If your certificate of insurance or WSIB clearance has expired, many will pause your work until a current one arrives. That can mean a missed job, a delayed invoice, or a client who quietly calls someone else next time.

Sending the same documents to dozens of clients, each with their own portal or email chain, also takes time. A single, organized record reduces that work and makes you easier to hire.

What to include in your Business Record

Start with the documents clients ask for most often. Not every item applies to every trade.

Business details: legal name, operating name, address, business number, and a primary contact.
Certificate of insurance (COI): showing your insurer, policy number, limits, and effective and expiry dates. Commercial general liability of $2M per occurrence is a common minimum; higher-risk trades are often asked for $5M.
WSIB clearance certificate, or the equivalent in other provinces, such as a WorkSafeBC clearance letter in BC or a CNESST attestation de conformité in Quebec.
Trade licences: for example, an ESA Electrical Contractor Licence for electrical contractors in Ontario.
Worker training records: such as Working at Heights training for workers who use fall protection, which is valid for three years.
Other certifications relevant to your trade, such as backflow tester certification or fire alarm technician credentials.
Auto, professional or pollution liability if your work involves vehicles on site, design advice, or environmental work.

For a fuller list from the client's side, see what documents clients collect from contractors.

Map every expiry date

Each document has its own renewal cycle. Write them down in one place so nothing surprises you.

WSIB clearance: valid for up to 90 days. Most expire on February 20, May 20, August 20 and November 20. Clearances are free and you can get one through WSIB's online services.
Insurance: usually renews annually on your policy date.
Licences: renew on the schedule set by the licensing body.
Training: Working at Heights training is valid for three years; other courses vary.

Keep in mind that WSIB cannot issue a clearance if your account is not up to date. Staying current on WSIB reporting and payments is what keeps clearances available when you need them.

Set a renewal routine

A routine you follow every quarter works better than reacting to client requests.

Quarterly, in the week before the 20th of February, May, August and November: request a new WSIB clearance so it is ready before the old one expires.
60 days before your insurance renews: contact your broker, confirm limits still meet what your clients require, and ask for an updated certificate as soon as the policy renews.
When you add a client: check their requirements, such as additional insured wording or higher limits, and ask your broker for a certificate that matches.
When a worker's training is within a few months of expiring: book the refresher.

Clients often ask to be named as additional insured. Your broker can usually issue a certificate showing this, so keep a list of the exact legal names your clients use.

Make it easy for clients to check

Clients review documents faster when they are clear and complete. A few habits help:

Use the same legal business name on every document.
Send clean PDFs from your broker or the issuing body, not photos or edited copies.
Replace expired documents rather than adding new ones beside them, so clients see only what is current.
Respond to requests with your full current set, not just the item asked for.

Being listed in a directory with verified, current documents can also help new clients find you.

Keeping it current

Put the quarterly WSIB date and your insurance renewal date in your calendar now, and review your record each time one comes up. Keep copies of older documents for your own records, since WSIB requires clearance records to be kept for at least three years. On Vendorpass, you keep one Business Record and share it through a Business Passport link, and you never pay to respond to client requests; see for businesses for details.