Subcontractor Notification & B2B Approval – Consent, Exchange & Excel | Word/PDF

Subcontractor Notification & B2B Approval is a digital document package for Swedish companies that want to document the request, contractual review, decision, and follow-up when a supplier wants to hire or change a subcontractor. The package includes editable Word templates, corresponding searchable PDF files, and an Excel register for administrative matters and decisions.

Important before purchase: All B2B subcontractors do not require special approval by law. Start with the actual main agreement and any special rules. The package is not a finished subcontractor agreement, not a data processing agreement, and does not replace a separate GDPR assessment if a sub-processor is hired.

When is the package suitable?

Use the documents for assignments where the main agreement, customer terms, or an agreed workflow require prior notification, review, consent, conditions, or notification before hiring a subcontractor. It is suitable for, among others, private B2B service agreements and certain delivery relationships. For special construction standards, public procurement, regulated sectors, or international contracts, a separate assessment is required.

File by file – what you get

File	Function	Language / format
01. Subcontractor Notification	Request, assignment, original agreement, and appendices	Swedish · DOCX/PDF
02. Requirements Check	Review of contractual clauses, evidence, and relevant data roles	Swedish · DOCX/PDF
03. Consent Decision	Competent decision, conditions, rejection, or referral back	Swedish · DOCX/PDF
04. Terms and Notification	Communicate the chosen decision and document conditions	Swedish · DOCX/PDF
05. Change and Decommissioning	Manage replacement supplier, permissions, and completion evidence	Swedish · DOCX/PDF
06. User Guide	Swedish instructions, examples, and boundaries	Swedish · DOCX/PDF
07. User Guide	How to use the Swedish forms under Swedish law	English · DOCX/PDF
08. Subcontractor Register	Administrative follow-up in nine connected tabs	Swedish · XLSX

Excel register with nine tabs

The workbook contains Overview, Agreement, Subcontractors, Requests, Checkpoints, Conditions, Decisions, Events and Read Me. The overview shows formula-based administrative summaries based on manual entries. Status selections help distinguish registered, reviewed, conditional, and documented decisions. No formula determines legal competence, that consent applies, or that a GDPR obligation is fulfilled.

How to use the documents

1. Check the main agreement and which clause may require consent.
2. Specify the named subcontractor and exact part of the assignment in the notification.
3. Check evidence, conditions, security, allocation of responsibility, and any personal data role.
4. Let the competent contracting party choose a single decision option; delete conflicting options.
5. Communicate the decision correctly according to the agreed procedure and save proof of receipt.
6. Follow up on conditions and use a separate process for change, decommissioning, or sub-processing.

Legal prerequisites

An obligation to request approval of a specific subcontractor may result from the individual agreement or special provisions – not solely from the supplier using someone else for part of the work. The decision-maker's competence and authority should be assessed based on the situation, see the Contracts Act (1915:218), Sections 10–11.

If a subcontractor is a personal data sub-processor, a different, special process applies: GDPR Article 28.2 requires, in principle, specific or general prior written authorization from the data controller. In the case of general authorization, planned changes must be communicated so that objections can be made. Article 28.4 contains special requirements for agreements with the sub-processor. Read IMY's guidance on sub-processors. The general B2B forms should not be used as an automatic replacement for these requirements.

Frequently Asked Questions

Do we always have to approve a subcontractor?

No, not as a general Swedish B2B rule. Start with the current contract and applicable special requirements. In some relationships, agreed approval is required; in others, information or no special procedure is sufficient.

Is a submitted notification the same as consent?

No. Request, actual decision, communication, and fulfillment of conditions are different steps. A registered Excel status is not in itself legal consent.

Can we use the forms for sub-processing under GDPR?

The forms can support internal administration, but do not replace GDPR's requirements for prior authorization, documented instructions, a proper sub-processor agreement, and relevant information or objection procedures.

Can we start hiring the supplier after a conditional decision?

Not automatically. Read the concrete conditions, the agreement, and what form of confirmation is required. That conditions are registered as open or fulfilled in Excel is not alone sufficient.

Are subcontractor agreements included?

No, the product concerns the notification, consent, and follow-up process. It is not an agreement that in itself regulates all rights and obligations between the supplier and its subcontractor.

Are English templates included?

An English User Guide is included. The operational documents themselves are in Swedish; the guide does not imply adaptation to foreign law.

Related templates

See Business Agreements – Templates for other agreement documents and related alternatives.

Sources, version, and review

Version v1.0 · Jurisdiction: Sweden · AI-assisted legal source review: October 31, 2026. Sources: Contracts Act (1915:218), EU Regulation 2016/679 (GDPR), Article 28, and IMY's guidance on data processing agreements. No external independent legal review or regulatory approval is claimed.