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Subcontractor Job Handover: An Office Coordination Checklist

By MMD Solutions Ltd · Published · 5 min read

When another business helps with a job, the office needs more than a name in the diary. Keep the agreed appointment, shared information and return update connected to the right work. This guide covers coordination only; it does not define subcontractor status, contractual responsibilities, competence checks or technical work instructions.

An invitation sent is not an accepted appointment. Keep the agreed arrangement and return information visible.
An invitation sent is not an accepted appointment. Keep the agreed arrangement and return information visible. MMD process illustration.

Separate an invitation from confirmation

Record who was contacted, the proposed date and the actual response. Use clear states such as proposed, awaiting response, confirmed, declined and changed. Do not tell the customer an arrangement is settled solely because an invitation was sent.

Confirm which named person or business contact handles changes. Where the work involves separate agreements or approvals, keep the office record linked to the current arrangement. The owner remains responsible for decisions about commercial commitments and the appropriate professional checks.

Connect both businesses’ references

Your job number may not be the reference the other business uses. Record the link so their completion email or invoice can be associated with the correct job. Keep customer, property and appointment references distinct where they differ.

  • Agreed date and appointment position.
  • Relevant site and access contact information.
  • The current agreed instruction or document reference.
  • The route for questions or a proposed change.
  • Who updates the customer.
  • The administrative information expected after the visit.

Check what the recipient can actually see

Send the information required for the agreed task through an approved route. An external appointment may not expose internal notes or attachments. Confirm that the recipient can open the intended documents without giving them access to unrelated customer or financial records.

Do not put access codes into broadly shared diary titles or assume an employee-only link works for another business. Resolve missing information through the authorised contact. This checklist is not a reason to bypass normal access controls or send a complete export to an external party.

Define the return handover before the visit

Illustrative coordination note: “Our A104 / partner B207. Appointment confirmed through the agreed route. Office supplied the current document reference. Partner reports the visit position and any unresolved question to the named contact. Owner reviews any proposed change before office updates the customer.”

Work finished, records returned and invoice ready are different positions. Ask for the business information actually needed, with an owner for missing items, rather than treating any completion message as approval of all work or charges.

Check existing subcontractor scheduling support

Tradify documents appointment invitations and pending, accepted and declined states for Connections. Its appointment email includes specified appointment details and appointment notes; the documentation explicitly excludes photos and other external files such as Job Notes from those notes. Check the actual recipient view instead of assuming every internal attachment is sent.

Try a fictional handover before adding an integration. Review the first completed exchange: could the office identify the job, understand the update and find the next action? If the current job system already supports that reliably, use it. Automation cannot determine the right contractual or technical arrangement.

Download the working checklist

Download the blank worksheet (CSV). Use fictional details for a trial, then adapt the fields in the system you already maintain. Do not keep a separate spreadsheet just to duplicate a working process. Protect real customer details and share only what the person handling the task needs.

Sources and review

Reviewed 28 October 2026. Tradify: scheduling subcontractors and appointment contents.

Source material supports the specific examples referenced. The checklists, worksheets and illustrative scenarios are MMD's suggested business-admin processes, not customer results. Product workflows can change; check current documentation for the software you use.

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