Most managers ask for a certificate of insurance, a W-9, any required license, written work orders and invoices tied to a unit. Here is what each item means.
Most property managers and landlords ask a handyman vendor for a certificate of insurance, a W-9, any license the trade requires, and a written work order that carries through to the invoice with the unit number. Requirements differ by owner, so get the vendor packet first and ask each vendor what it can provide.
What paperwork do managers collect before the first job?
Grace Hill, a company serving the property management industry, publishes a sample commercial vendor policy. It is a template, not a rule, but it shows the usual order of events. Before a vendor starts work, the property manager receives and reviews a certificate of insurance. If setup is handled in-house, the vendor submits a W-9 and a certificate of insurance (COI).
Your own manager or owner may ask for more or less. Treat the owner's vendor packet as the final word.
What is a certificate of insurance, and what does it not prove?
The Grace Hill sample policy lists what the manager checks on a COI:
- The vendor's insurance agent is listed.
- The vendor's legal entity name is listed as the insured.
- The policy number is visible.
- The policy dates cover the work.
- The property owner and management company are listed as additional insured parties.
The National Apartment Association (NAA) published a short piece on managing vendor risk. It makes a point that many managers miss: a COI is evidence that the vendor has insurance, but it does not by itself prove coverage, even when the property is listed as certificate holder. The "additional insured" status comes from an endorsement on the vendor's policy, and the NAA article says that endorsement is what lets an owner or manager make a claim to the vendor's carrier. If this matters to you, ask your insurance broker to review the endorsement, not only the certificate.
Required coverage amounts vary by property. This article does not list limits, because the right numbers depend on your owner's insurance and your lease or management agreement.
Why do managers ask for a W-9?
The IRS explains on its Form W-9 page that the form is used to give your correct Taxpayer Identification Number to the person who must file an information return with the IRS, for example to report income paid to you. For a vendor, that usually means the property owner or manager can report what they paid. The Grace Hill sample lists it as part of vendor setup. Ask your own accountant if you have questions about how it applies to you.
Which licenses might a manager ask about?
Illinois has no statewide handyman license. The state licenses some trades, and local rules vary. In short:
- Plumbing and roofing are licensed at the state level.
- Electrical work is regulated by each city or village.
- Some towns also ask for a business license or contractor registration.
Our guide to handyman vs. licensed contractor in Illinois has the statute links. To check a state-issued professional license, the Illinois Department of Financial and Professional Regulation offers an online License Look Up. For electrical, ask the local building department what it requires.
What do written work orders and invoices usually include?
I did not find a single industry standard for this, and practices differ. These are common requests that a manager may put in a vendor packet. Ask your manager which ones apply:
- Work order first. A named person at the property approves the job before work starts, and the vendor works from that order.
- Unit and building on every line. Many managers want each invoice to show the unit number or common area so costs can be matched to the right unit or owner.
- Bill-to name. Some owners want invoices addressed to the property entity, not the management company.
- Photos. Before and after photos tied to the work order help the manager confirm the job and answer a later question from an owner or tenant.
- One invoice per property. Some managers do not want jobs from several properties combined on one invoice.
Does Enhaus meet these requirements?
This article does not say so. Ask any vendor, including us, directly for each document you need, and decide based on what you receive. Plumbing, electrical and roofing go to licensed independent contractors, not to a handyman.
Enhaus is family owned by Natasha and Eduard Semenenko, who live locally.
How can a landlord make vendor setup easier?
1. Send your vendor packet before the first job.
2. Say how work orders are issued and who can approve them.
3. Give each unit a clear identifier for invoices.
4. Say how photos should be named or sent.
5. Say when documents expire and who gets the renewal.
FAQ
Is a certificate of insurance enough to protect my property?
Not by itself. The NAA article says a COI is only evidence that a vendor has insurance and provides no evidence of coverage. Ask your broker whether the additional insured endorsement is on the policy.
Do I have to collect a W-9 from every vendor?
That is a question for your accountant. The IRS says Form W-9 is used to provide a TIN to someone who must file an information return, and many managers collect it during vendor setup.
Does a handyman need a license in Illinois?
Illinois has no statewide handyman license. Plumbing and roofing are state licensed, electrical work is regulated by each municipality, and some towns ask for a local registration. Check with the local building department.
What should be on a handyman invoice for a rental unit?
That depends on your manager or owner. Common requests are the work order number, unit number, a plain description of the work, and photos. Put those in your vendor packet.
To send your list and photos, call or text (847) 877-1877.
