How to get on a council's approved supplier list
Most council work under about £30,000 never appears on the government tender sites. It goes to firms the council already knows — the ones on its supplier or quotation lists. Here's how to become one of them.
What "approved supplier list" really means
Councils use the phrase loosely. In practice it can mean any of these:
- A quotation list — firms a department asks for quotes when a job comes up. Often informal, run by the team that buys the work.
- Registration on the council's tender portal — you pick the categories of work you do, and get emailed when something is advertised.
- A dynamic market — under the Procurement Act 2023, which came into force on 24 February 2025, these replace the old dynamic purchasing systems. Suppliers who meet the conditions can join at any time, and contracts are then competed among them.
- A framework — a fixed list chosen through a full tender, usually for a few years. You can only join when it's re-tendered. How frameworks work.
What councils check before they'll use you
| Usually asked for | Notes |
|---|---|
| Public liability insurance | £5m is common for work on council property; some ask for £10m. |
| Employer's liability insurance | A legal requirement if you employ anyone — usually £5m or £10m. |
| Health and safety policy and risk assessments | An SSIP accreditation such as CHAS or SafeContractor often counts instead of filling in a long questionnaire. |
| Trade qualifications | For example Gas Safe, NICEIC or NAPIT, CSCS cards, or a waste carrier licence. |
| References | Two or three recent customers, ideally including public-sector or larger commercial work. |
| Equality, environment and data protection statements | Short policies are fine for a small firm. |
| Accounts or bank references | For larger contracts; small jobs rarely need them. |
Keep these in one place with their expiry dates. TendersNearMe's ready-to-quote checklist does this and reminds you before anything runs out.
Step by step
- Register on Find a Tender — the government's central service, where every advertised public contract of £30,000 or more must go.
- Register on your regional portal — many councils share one, such as Supplying the South West, The Chest or YORtender. Which portal your councils use.
- Choose your categories carefully — portals send alerts by category, so tick every one that matches your work.
- Find the buyer — look for a "selling to the council" or "procurement" page. It usually names the procurement team and how to contact them.
- Introduce yourself — a short email to the procurement team and to the department that buys your kind of work: what you do, where, your accreditations and insurance, and that you'd like to be asked to quote.
- Follow up when contracts end — when a council re-tenders work, that's your chance. TendersNearMe shows contracts ending near you.
Quick wins for sole traders
- Housing associations, schools and academy trusts buy the same work as councils, often with simpler processes.
- Big contractors who win council work need local subcontractors — see who's just won contracts near you.
- Answer every request to quote, even with "not this time". Councils remember suppliers who reply.
General information, not legal advice. Each council's own rules are the final word.
Questions
Is it free to get on a council supplier list?
Yes. Councils don't charge suppliers to register on their portals or quotation lists. Accreditations such as CHAS or Constructionline do have annual fees.
Do I need to be a limited company?
No. Sole traders and partnerships can supply councils. You'll need the right insurance and, for some work, accreditations or trade qualifications.
How long does it take to get work?
It varies. Registering takes an evening, but getting your first job can take a few months — which is why introducing yourself to the buyer, not just registering, matters.