Certificate of insurance request template and checklist
A free email to request a certificate of insurance (COI) from a subcontractor or vendor, a renewal reminder, and a checklist of what to check on every COI.
Use these to collect certificates of insurance from subcontractors and vendors, and the checklist to review each one when it arrives.
Request a certificate
Template
Subject: Certificate of insurance needed for [your business] Hi [name], Before your next job with us, we need a current certificate of insurance on file. Please send it to this email (or ask your insurance agent to send it). It should show: - General liability: [limit] per occurrence / [limit] aggregate - Auto liability: [limit] - Workers' compensation (or your state exemption) - [your business] as additional insured - Certificate holder: [your business, address] Thanks, [your name]
Renewal reminder
Template
Subject: Your certificate of insurance expires on [date] Hi [name], The certificate of insurance we have on file for [vendor] expires on [date]. Please send the renewed certificate before then so we can keep scheduling you. Thanks, [your name]
What to check on every COI
- Named insured matches the company you hired.
- Policy dates cover the work, and nothing has expired.
- General liability meets your per-occurrence and aggregate limits.
- Auto liability and umbrella limits, if you require them.
- Workers' compensation, or a state exemption for one-person businesses.
- Additional insured and waiver of subrogation, if your contract requires them.
- Certificate holder is your business, at the right address.
Your contracts and your insurance agent decide what your requirements should be. This checklist helps you review against them.
Want this done for you? The paperwork chaser sends these for you, in your name, and you approve every email until you switch it to automatic. Every sub's insurance on file, always current.
Questions
How often should I collect certificates of insurance?
When you first hire a sub or vendor, and again every time a policy renews, usually once a year. Ask 30 days before the expiration date.
Who sends the certificate?
Usually the vendor's insurance agent or broker. Asking the broker directly, with the vendor copied, is often fastest.