WorkSafeBC Clearance Letters: What BC Homeowners Should Check Before Hiring Lawn Care

A WorkSafeBC clearance letter is a free letter that shows if a business is registered with WorkSafeBC and paying its premiums. In British Columbia, it matters to homeowners. WorkSafeBC says if you hire a lawn company that isn't registered or paid up, you could be held responsible for its premiums. Get a letter before the crew starts, and again after the work is done.

What is a WorkSafeBC clearance letter?

WorkSafeBC runs workplace injury insurance in British Columbia. Businesses with workers pay premiums for that coverage.

A clearance letter tells you two things about a business you plan to hire:

• Is it registered with WorkSafeBC?
• Is it up to date with its payroll reports and payments?

You get the letter from WorkSafeBC's own website, not from the company. It's free, and you can do it any time of day, even on your phone.

Here's what it doesn't tell you. WorkSafeBC says the letter doesn't rate a company's safety record. It also doesn't recommend or vouch for the quality of their work. It's a paperwork check, not a review.

Do BC homeowners need a clearance letter to hire a lawn crew?

No law makes you get one. But in BC, it's a smart move, and here's why.

WorkSafeBC's page for homeowners is clear. If you hire an independent business, you're its customer, not its employer. Landscaping is one of the examples it gives. You don't register with WorkSafeBC for that job.

But the same page warns you. If that business isn't registered or isn't making its payments, "as a customer you could be held responsible for its premiums." A clearance letter is how WorkSafeBC says to check.

That's a big difference from Ontario. Ontario's WSIB says its clearance policy doesn't apply to householders who buy services from a contractor. We cover that in our post on WSIB clearance certificates in Ontario. In BC, the homeowner has a real reason to check.

When should you get the letter?

WorkSafeBC gives simple timing advice. Get a clearance letter before you receive services from a contractor. Then get another one after.

Why twice? A company can fall behind during the job. The second letter helps show they stayed in good standing while they worked for you.

WorkSafeBC also says the protection works best when the letter is in your name. To be cleared of any liability for a contractor's unpaid premiums, you need a letter addressed to you. It must show the contractor was "active and in good standing" for the whole contract. So don't just accept a copy the company prints for itself.

For a full lawn season, that means one letter before you book. Get another near the end of the season.

How do you get a WorkSafeBC clearance letter?

It takes a few minutes on WorkSafeBC's Clearance Letter web app. Here's how it works:

1. Open the Clearance Letter app from WorkSafeBC's website.
2. Choose "Individual user" and enter your own name and mailing address. That puts the letter in your name.
3. Search for the lawn company. Use its WorkSafeBC account number, or its exact legal or trade name.
4. Check that the company name on the result matches the one you're hiring.
5. Print the letter or save it as a PDF for your records.

The account number is six or nine digits. Ask the company for it when you ask for a quote. A registered business can give it to you in a minute. If the name search shows a few similar names, the number clears that up.

Some letters can't be made online. A letter confirming a firm is not registered needs a phone call or fax to WorkSafeBC.

What do the words on the letter mean?

The letter uses a short status line. Here's what the common ones mean, in plain words:

Status on the letter	What it means for you
Active and in good standing	Registered and up to date with payments. Good to go.
Active and in good standing with advance clearance	Same, plus a good payment history. Clearance runs to a future date.
Active and delinquent	The firm owes premiums. You could be held responsible for premiums tied to your job.
Cancelled and delinquent	The account is closed and still owes premiums. Same risk to you.
Recently registered	Too new to say. The first payment isn't due yet. Check back later.
Active and not reported	The firm hasn't sent its year-end payroll. WorkSafeBC can't confirm it paid the right amount.

How long is a letter good for?

A plain "good standing" letter is only good up to the date of the firm's last payment. That date is printed in the letter.

Some firms qualify for GoldStar clearance. Their account has been active for 24 of the last 36 months. They're up to date and owe WorkSafeBC nothing else. WorkSafeBC honours their clearance to a future date, usually the start of the next quarter. Firms that prepay the year's premiums get clearance to January 1 of the next year.

What if the lawn company is just one person?

Lots of small lawn businesses are one owner with a mower and a trailer. WorkSafeBC says coverage is optional for a business owner who has no workers and does the job themselves.

So a one-person business may not show up in the app. That doesn't make it a bad business. It does mean you should talk first.

WorkSafeBC says it's up to you to discuss insurance with that person before work starts. A few fair questions to ask:

• Do you have any workers, even part-time helpers?
• Do you carry your own WorkSafeBC Personal Coverage?
• Can you show proof of liability insurance?

Personal Coverage matters for a reason. WorkSafeBC says some owners register for their workers but decline coverage for themselves. They aren't covered as workers, so you could be open to a lawsuit if they get hurt. WorkSafeBC can't tell you if someone bought Personal Coverage, due to privacy rules. You can ask the owner for proof.

What if you pay a neighbour to mow your lawn?

This one catches people off guard. Paying a neighbour isn't hiring a business. WorkSafeBC says you may be their employer instead.

Its homeowner page uses this exact example: "a neighbour you are paying to paint or mow your lawn." Whether you must register depends on the hours:

• One-time job under 24 total hours: no need to register, though you can buy voluntary coverage.
• One-time job of 24 or more total hours: you must apply for coverage.
• Ongoing gardener, under 8 hours a week: no need to register, though voluntary coverage is an option.
• Ongoing gardener, 8 or more hours a week: you must apply for coverage.

Total hours count every worker. WorkSafeBC's example: three workers for nine hours each is 27 hours. That's over the line, so the homeowner must register.

Hiring a real lawn business avoids this. The business is the employer, not you.

Is a clearance letter the same as liability insurance?

No. WorkSafeBC covers workers who get hurt on the job. It doesn't pay for damage to your home.

If a trimmer chips your siding, that's a liability insurance question. So check both:

• Clearance letter: is the business registered and paid up with WorkSafeBC?
• Liability insurance: who pays if the crew damages your property?

Our list of questions to ask before hiring lawn care covers the rest, from scheduling to cancelling.

How does Golden Oak handle this?

Golden Oak Lawn Care matches you with a vetted, insured local partner crew in British Columbia. They do the work. We stand behind it with the Golden Oak Guarantee. Before a crew joins, it shows proof of insurance and passes a background check. Our page on what "vetted and insured" means spells out the standard. You can still pull a clearance letter on your crew any time. It's your right, and it's free.

Your crew handles lawn mowing, trimming and edging, hedge trimming and spring and fall cleanup. You get the same crew every visit and a photo after every cut. If your crew misses your window, that cut is free. See how it works, step by step, or find your city on our BC lawn care page.

Want it handled? Get your price in 60 minutes, or call 1-866-904-LAWN.

WorkSafeBC Clearance Letter Questions

Rules change, so check with WorkSafeBC before you hire. Sources: WorkSafeBC: homeowners, WorkSafeBC: why do I need a clearance letter?, WorkSafeBC: get a clearance letter, WorkSafeBC: understanding your clearance letter, WorkSafeBC: GoldStar clearance, WorkSafeBC: contractors and subcontractors, WorkSafeBC: homeowners urged to check contractors, WSIB: clearance certificate policy.