FIELD GUIDE / 01
The register behind every next move.
A contractor document register only helps when it separates what you asked for, what arrived, what a person approved, and what happens next.
Download the CSV template Includes two clearly fictional example rows. Remove them before adding your own data.Four different facts.
- 01RequestedThe ask is recorded.
- 02ReceivedA file has arrived.
- 03ReviewedA person decides.
- 04Next actionFollow up or renew.
01 / WHAT TO RECORD
A useful register tracks the next action.
Names and dates are only the start. A team also needs to know whether a replacement has arrived, whether someone reviewed it, and who owns the next step.
| Field | How to use it |
|---|---|
| Business and contact | Who the request is for and where to send it. Check the address before sending anything. |
| Document required | The exact document your team has decided to request. Keep separate rows for separate requirements. |
| Recorded expiry date | The date shown on the accepted document, if one exists. Leave it blank for a missing document. |
| Review state | Use missing, awaiting_review, approved or rejected. An upload alone is not approval. |
| Responsible owner | The person or team expected to make the next decision or follow up. |
| Last request and next follow-up | Record what was actually sent and the next planned contact date. Leave a date blank when it has not been decided. |
| Notes | A short factual explanation. Do not put passwords, bank details or unnecessary personal data here. |
02 / WORKED EXAMPLE
Missing, received and approved are different.
Harbourline Services has no accepted public liability insurance document. The recorded expiry stays blank and the state is missing. The office team owns the follow-up.
Summit Air Solutions has a trade licence replacement awaiting review. Keep the previous accepted expiry visible until a person decides on the replacement. If the team rejects it, record the reason and the next action.
Both rows are fictional. The template records your team’s information; it does not verify coverage, authenticity or permission to work.
03 / A SIMPLE ROUTINE
Keep the register current.
- Assign an owner. Decide who checks new documents and who follows up on missing ones.
- Record the request. Note the date sent and the document requested; do not mark it received yet.
- Review the replacement. Check it against your own requirement and record the person’s decision. Preserve the previous version elsewhere if history matters.
- Set the next action. Use a follow-up date for a missing or rejected document and a reminder date for an approved expiry.
- Check the list regularly. A spreadsheet cannot prove that a message was delivered or that a document is valid. Reconcile the rows with the source files and decisions.
TURN THE REGISTER INTO A ROUTINE
Make the next date visible.
Check the template in your browser to find rows needing a request, a review or a renewal plan. Then use the planner to work back from an accepted expiry.