Top Challenges in Auditing Subcontractors—and How to Overcome Them


In today’s interconnected world, companies often rely on subcontractors to complete essential parts of a project. While this can improve efficiency and bring in specialized expertise, it also introduces various workplace hazards and compliance challenges. This is especially true when it comes to safety, environmental, and quality standards.

Auditing subcontractors is crucial—but it’s not always easy.

Whether you're a project manager, HSE officer, or compliance specialist, understanding the most common hurdles and learning how to navigate them can protect your business, your workers, and your reputation.

Understanding the Bigger Picture

Before diving into the challenges, it's important to acknowledge that subcontractor audits are an essential part of workplace safety strategy. Many organizations train their teams through certifications such as the NEBOSH Course Fee, which equips learners with knowledge on risk assessment, control measures, and legal frameworks related to health and safety. For those involved in auditing, this foundational training is not just useful—it’s vital.

Let’s now examine the key challenges of subcontractor auditing and walk through ways to overcome them.

1. Lack of Standardization

Subcontractors often come from varied backgrounds, industries, or even countries. This results in differing practices, documentation styles, and safety protocols.

How It Becomes a Hazard:

Imagine conducting a safety audit on a construction subcontractor only to discover they don’t maintain any records of equipment inspections. You can't compare them to others—or even assess if they're compliant.

How to Overcome It:

  • Develop a standard audit checklist for all subcontractors.

  • Share clear expectations before onboarding.

  • Require that subcontractors follow your company’s safety management systems or align with internationally recognized standards like ISO 45001.

📌 Pro Tip: Conduct prequalification audits before bringing subcontractors into active projects.

2. Inadequate Communication

Miscommunication—or no communication at all—can seriously disrupt audits. Subcontractors may not understand what’s required or may delay providing information.

A Real-Life Anecdote:

An HSE coordinator I once worked with scheduled a safety inspection with a new subcontractor. Despite repeated emails, the subcontractor didn’t understand they needed to prepare certain safety documents. On the audit day, chaos ensued. No documents, no preparedness—wasted time and money.

What You Can Do:

  • Use simple, clear language.

  • Offer documents in both English and local languages when appropriate.

  • Provide a pre-audit briefing session.

  • Consider using digital tools like Audit Management Software to streamline communication.

3. Resistance to Change or Oversight

Some subcontractors may feel their processes are already sufficient—or worse, see audits as intrusive.

Why This Is a Hazard:

Resistance could mean they’re hiding unsafe practices, ignoring legal obligations, or lacking internal accountability.

How to Handle It:

  • Build trust. Explain that the audit is not about “catching them” but ensuring mutual safety.

  • Include audit requirements in the contract to make compliance non-negotiable.

4. Documentation Gaps

It’s common to find subcontractors with missing or outdated safety records, licenses, or training certificates.

Hazard Implication:

Lack of documentation could signal real-life neglect—untrained workers, uninspected machinery, or missing emergency procedures.

Step-by-Step Solution:

  1. Create a required documents list.

  2. Use cloud storage solutions for submission (like Google Drive or SharePoint).

  3. Review records monthly instead of just before audits.

  4. Provide templates to help subcontractors structure their documentation correctly.

📎 A well-organized folder can be the difference between passing and failing an audit.

5. Inconsistent Field Practices

Subcontractors may say one thing on paper but do another on the ground.

Example:

A subcontractor claims to enforce PPE use. But during a site walk-through, two workers were seen cutting tiles without goggles.

How to Fix It:

  • Conduct surprise field audits to validate what’s documented.

  • Interview workers directly to confirm training.

  • Use mobile apps like iAuditor for real-time observations.

  • Reward subcontractors who genuinely uphold high safety standards.

6. Cultural or Language Barriers

This is especially common in international projects. What’s “normal” safety behavior in one country may be completely different in another.

The Risk:

Misunderstandings can lead to ignored safety signage, skipped procedures, or improper equipment use.

Solution Path:

  • Translate all safety materials.

  • Use visuals and infographics in training.

  • Include diversity and inclusion topics in your IOSH Managing Safely Course.

  • Assign bilingual safety officers where possible.

7. Auditing Too Late

A lot of companies only audit subcontractors after work has already started—or worse, after something goes wrong.

Why This Is Dangerous:

You miss the opportunity to catch early risks, such as faulty machinery, untrained labor, or poor planning.

What You Should Do:

  • Conduct a pre-mobilization audit.

  • Follow a consistent schedule (e.g., quarterly or monthly checks).

  • Consider joint audits with internal teams for deeper insight.

8. Difficulty in Enforcing Corrective Actions

Spotting issues is one thing. Getting subcontractors to fix them is another.

Hazard Fallout:

If issues aren’t fixed, you're knowingly allowing unsafe practices on your site. This opens the door to injuries, fines, or even fatalities.

Step-by-Step Remedy:

  1. Give written feedback with clear deadlines.

  2. Track responses in an issue-tracking system.

  3. Escalate unresolved items to management.

  4. Include penalties or incentives in contracts based on audit performance.

A Glimpse Into Training

Auditing subcontractors involves identifying hazards, understanding legal requirements, and improving safety culture. That’s why enrolling in a NEBOSH Course is so valuable.

The NEBOSH Course Fee is a small investment considering the long-term benefits—fewer incidents, better compliance, and stronger teams.

From hazard identification to risk controls and legal compliance, NEBOSH-trained professionals are better equipped to run safer operations and conduct more effective audits.

📚 Read more about how the NEBOSH Course Fee aligns with global safety goals or explore the benefits of a NEBOSH online course in Pakistan to get started locally.

Final Thoughts: Turning Audits Into Opportunities

Auditing subcontractors doesn’t have to be an overwhelming task. With a clear plan, open communication, and the right training, it becomes a powerful tool to protect lives and improve operations.

If you’re serious about workplace safety, don’t treat audits as mere checkboxes. Use them to build trust, uncover insights, and strengthen your company’s foundation.

Start by investing in your own knowledge. Certifications like NEBOSH, IOSH, and OSHA give you the tools to lead with confidence.

Whether you’re a site manager, project lead, or aspiring safety officer, remember this:

“Safety isn’t just a policy—it’s a culture. And it begins with accountability, one audit at a time.”

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