Which documents should you control when hiring a contractor?

When hiring a service provider, it is important to control a range of documents and information to guarantee a solid contractual relationship and protect your company's interests. Here are some of the main documents and information you should consider controlling:

1. Service Agreement: This is the central document establishing the terms and conditions of the arrangement. Make sure it includes details such as scope of work, deadlines, prices, payment terms, the obligations of both parties and any termination clauses.
2. Copy of identification documents: Obtain copies of the contractor's identification documents, such as a national ID or driving licence. This matters for verifying the contractor's identity and complying with regulations.
3. Proof of professional qualifications: Depending on the type of service, you may need to verify the contractor's professional qualifications, such as diplomas, certificates or licences.
4. Insurance policy: If the service requires it, ask the contractor for a copy of their public liability insurance policy. This can protect you against possible damages or claims while the work is carried out.
5. References and experience: Ask for references from previous clients and verify the contractor's experience in the area you are hiring for.
6. Tax registration and company/individual tax number: Make sure the contractor holds a valid tax registration and that you have their corporate tax number (CNPJ) or individual taxpayer number (CPF) on record for payment and taxation purposes.
7. Confidentiality agreement: If the project involves confidential information, consider signing a non-disclosure agreement to protect your trade secrets.
8. Image or intellectual property authorisation forms: If the work involves intellectual creation or use of image, it is important to establish who holds the copyright and what authorisations are needed for use.
9. Payment documentation: Keep records of every payment made by the contracting company to the service provider, to avoid future labour problems.
10. Written communications: Keep a record of all written communications. This can be useful in the event of future disputes.
11. Work acceptance statement: Once the work is complete, obtain a written acceptance statement from the contractor confirming the work was completed in accordance with the terms of the agreement.
12. Termination clause and penalties: Review the termination clauses in the contract and understand the penalties in the event of early termination.
13. Tax documentation: Keep records of every tax document related to paying the contractor, such as invoices and receipts.
14. Labour documentation: Keep records of all supporting documents, to ensure the contracting company pays all labour charges.

Remember that specific requirements can vary according to the type of service and local law, so it is advisable to consult a lawyer or specialist to make sure you are meeting every relevant legal obligation when hiring a service provider.

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