Getting on Approved Contractor Lists: Step by Step

Disclaimer: SiteKiln gives you plain-English information, not procurement or legal advice. Framework requirements change - always check current terms with the framework provider or buyer.

‍‌‌​​‌‌‌‌​‌‌‌‌‌‌‌​‌​​‌​​‌​‌‌​​‌​​‍# 13.8 - Getting on Approved Contractor Lists

Getting on approved lists can be a good move, but it's paperwork-heavy and the money is slow. You want to know what you're signing up for before you drown yourself in forms.

What these lists actually are

When councils, housing associations and big public bodies buy building works, they usually don't ring a bloke off Facebook. They use frameworks, dynamic purchasing systems (DPS) or approved contractor lists.

Frameworks

Pre-approved pools of suppliers for a set period (often 4 years). Terms, quality standards and price models are fixed up front. Buyers then "call off" jobs from firms on the list.

DPS (Dynamic Purchasing Systems)

Similar idea, but you can join at any time instead of just at the start. Buyers run mini-competitions for each job or batch of jobs among everyone approved in that category.

Housing association approved lists

A panel of vetted trades and contractors they can call for repairs, voids and small projects. They'll have a procedure for applying, reviewing you annually, and removing you if you perform badly.

Being on a list just means you're eligible to be offered work. It's not a guarantee of a steady stream of jobs.

How councils and housing associations buy small works

Local authorities and housing associations have to follow public procurement rules, so they use frameworks and DPS that tick the compliance box.

Common routes

National and regional frameworks: LHC, ESPO, Procure Plus, Procure Partnerships, Pagabo, Procure Public, etc. These cover things like repairs, maintenance and capital works. They're free for councils and housing associations to use and give them pre-vetted suppliers with standard terms.

Local DPS and approved lists: Some councils and housing associations run their own for smaller works and specific trades. You apply through their portal.

Once you're on

They either send work directly (especially for small reactive jobs), or invite a handful of approved firms to quote or tender for each job. So you still have to win each job - the list just gets you in the room.

What they expect from you

To get on most frameworks and approved lists, you'll be asked for a stack of information to prove you're safe, solvent and competent.

Insurance

• Public liability - often £5 million minimum for councils and housing associations.
• Employer's liability if you employ people.
• Professional indemnity sometimes, if you do any design element.

Health and safety

• Written H&S policy, risk assessments and method statements (RAMS), accident reporting procedures.
• Evidence of training - CSCS cards, NVQs, asbestos awareness, etc.

Compliance and accreditations

• Gas Safe, NICEIC, FENSA, etc. as relevant to your trade.
• Often they prefer or expect SSIP-type accreditations (CHAS, SafeContractor, Constructionline) as proof your H&S is in order.

Financials

• Recent accounts, maybe turnover banding, to show you're not about to go under.

Experience and references

• Examples of similar jobs, client references, evidence of quality and call-back rates.

You don't need to be huge, but you do need to look like a proper outfit on paper.

PQQs: what they are and how they feel

PQQ stands for Pre-Qualification Questionnaire (sometimes called SSQ or "suitability questionnaire"). It's basically an application form to check you meet minimum standards before they even let you tender.

For a small firm it feels like this:

• Sections on company details, finances, insurance.
• H&S questions - policies, training, accident records.
• Quality and environmental - do you have basic systems, a waste carrier's licence, a complaints process?
• Experience - case studies and references.

For many frameworks and DPS, the PQQ is pass/fail - meet the bar and you're in the pool. For bigger frameworks, it can be scored competitively.

If you haven't already got your paperwork and policies in order, getting to the point where you can even fill these in can take weeks.

Housing association panels - how they work

A lot of housing associations run their own approved lists for responsive repairs, voids and small planned works.

From the housing association side

• They advertise when they're opening the list, usually via their website or procurement portals.
• You apply, they collect references, check paperwork, maybe interview you.
• If accepted, you're added to their system and can be sent work orders.

Key realities

• Being on the list does not guarantee volume - they'll tell you that up front.
• They review performance regularly and can drop you if you're late, messy or get complaints.
• Work can be lumpy - busy spells then quiet, depending on stock condition and budgets.

For repairs trades (plumbers, sparks, joiners, multi-skilled), these lists can give you a steady background of small jobs - but you're working to their rates, not yours.

Framework vs getting actual work

This is the bit that catches people out: "We got on the framework - why is the phone still quiet?"

Being on a framework

You've passed the gate. You're eligible to be invited to mini-competitions or given orders. No guarantee of any volume.

Getting work from it

You still have to:

• Bid competitively on price and quality responses.
• Respond quickly to RFQs and mini-tenders.
• Build relationships with the officers and asset managers who place the orders.

Plenty of firms sit on frameworks and see almost nothing. Frameworks are access, not a pipeline on their own.

Payment terms and cash-flow reality

Public sector and big clients are often slow payers by small-trade standards.

• 30-day terms are common on paper, but 45-60 days from invoice is not unusual in practice. Longer if there's any query.
• Some use monthly valuations and pay on fixed dates - if you miss a cut-off, you roll into the next month.
• Retentions (typically 3-5%) are common on larger works and may be held until the end of a defects period.

You need the cash flow and discipline to carry labour and materials for a while without losing sleep. If you're living week-to-week, this stuff can break you.

Is it worth it for a sole trader?

Straight answer: usually not, unless:

• You've already got your paperwork tight (insurances, H&S policy, RAMS, etc.).
• You want to grow into small-firm territory and can spare time for forms and compliance.
• You're going after reactive repairs for one or two local housing associations where your trade is in constant demand.

For most one-man bands, you're usually better off:

• Tightening your pricing and systems on domestic work.
• Building repeat work with private landlords, small letting agents and local builders.

Frameworks become more worth it when you've got a small team and can divide - some on tools, one handling office and admin.

Constructionline, CHAS, SafeContractor - what they are

These are third-party schemes that check your H&S and business basics and give you a badge that clients recognise.

CHAS / SafeContractor / SMAS, etc.

SSIP-type health and safety accreditations. You submit policies, RAMS, training records. They assess if you meet a baseline. Annual fee, varying by business size and package.

Constructionline

A register of pre-qualified contractors and consultants. Checks company details, finances, insurance, H&S, references and sometimes more. Several levels (Bronze, Silver, Gold) with rising cost and scrutiny.

Why they matter

Many councils, housing associations and main contractors either require or strongly prefer suppliers with these accreditations - it saves them repeating all the checks. Once you've got them, PQQs can be quicker because you can refer to your accreditation.

But

• Membership starts as soon as you pay, not when you're approved - you can burn months of your year getting your house in order if you weren't ready.
• Fee plus your time isn't trivial, so only bother if you have live or realistic opportunities that actually require them.

Getting onto a main contractor's subcontractor list

Simpler than public frameworks, but still needs a bit of polish.

Typical process

1. You approach them (or they find you on a job or through a contact).
2. They send you a subcontractor questionnaire: insurance, H&S, references, trades you cover, day rates or schedule.
3. They might ask for CHAS, Constructionline or SafeContractor.
4. If they like what they see, they add you to their database and start trying you on small packages.

What they want to see

• Reliability and communication - turning up, doing what you say, not vanishing.
• Paperwork - clean invoices, simple RAMS, no drama on H&S.
• A bit of scale - enough capacity to take on small packages without holding the programme up.

Your best "application" is usually your performance on that first trial job.

How to find frameworks and lists in your area

Check framework provider sites

LHC, ESPO, Procure Plus, Procure Partnerships, Pagabo, Procure Public - all list their frameworks and regions.

Look at local council and housing association websites

Many have "Procurement", "Tenders" or "Become a supplier" pages.

Register on portals

ProContract, Delta, Supplying the South West, etc. depending on your region - they advertise DPS and framework openings.

For housing associations

Their "Become a supplier" or procurement guide often spells out whether they expect Constructionline or CHAS.

You don't need to apply everywhere. Pick ones that match your size, trade and patch.

What to have ready before you dive in

To save yourself pain, get this squared away first:

• Current insurance certificates at the right levels
• Written H&S policy and basic RAMS templates
• Training evidence - CSCS, NVQs, asbestos awareness, first aid where relevant
• 2-3 good project examples with values and client contacts
• Last couple of years' accounts or SA302s

Once that's in order, CHAS, Constructionline and approved lists are a lot less painful.

Quick rule of thumb

Frameworks are access, not a pipeline. You still have to win the work. The paperwork is real. The payment terms are slow. If you're a sole trader, domestic work with good systems will usually serve you better - save frameworks for when you're ready to grow. If you do go for it, pick one or two that fit your trade and area, get your paperwork right first, and treat the first year as a test.

What to do next

• Check your local council's "Become a supplier" page to see what's available
• Get your insurance certificates, H&S policy and RAMS in order before applying for anything
• Read 13.7 for working with architects and designers who can also put you on their preferred lists
• Read 8.8 for more on public sector work
• Read 8.9 for tendering guidance
• Read 14.6 for the pricing differences between domestic and commercial work

Sources

• Public Contracts Regulations 2015
• Constructionline, membership and levels guidance, 2025
• CHAS, accreditation requirements, 2025
• SSIP, mutual recognition guidance, 2024
• Various framework provider websites (LHC, ESPO, Procure Plus), 2025

This topic is sponsored by TrustKiln.

Founding Sponsor

The only review platform that refuses to let you hide bad feedback. TrustKiln helps tradespeople collect verified reviews across Google, Checkatrade, Which? Trusted Traders, MyGarage and more — all managed from one dashboard. No review gating, no cherry-picking, no paying to look better than you are. Every review is checked for human voice and verified as authentic. Built for tradespeople who back their work and want their reputation to prove it.

trustkiln.co.uk →

SiteKiln's editorial team writes every guide independently. Sponsors do not review, edit or sign off on content. See our editorial standards.

Spotted something wrong or out of date? Email us at hello@kilnguides.co.uk.

In crisis? Samaritans 116 123 · Mental health support