Guides

Getting a COI from your insurance agent

What to send your insurance agent so a certificate of insurance comes back fast and correct, and how to check it against the contract before you send it.

To get a certificate of insurance (COI) quickly and correctly, send your agent the general contractor's (GC) exact legal name and address, the project, and the insurance section of the contract in one message. Then check the certificate against the contract before you forward it. Most certificate delays come from missing information and avoidable mistakes, not from the agent. This page is for subcontractors and vendors.

What to send your agent

Put everything in a single email so the agent does not need a follow-up:

• Certificate holder. The GC's exact legal name and mailing address, copied from the contract. Do not abbreviate.
• Project name and address. Many agents add this to the description of operations.
• The insurance clause. Paste or attach the insurance section of the contract, not a summary.
• Required limits. For example, each occurrence, general aggregate, auto, and umbrella limits.
• Required endorsements. Additional insured, waiver of subrogation, primary and non-contributory, and any named parties such as the owner or a property manager. See additional insured CG 20 10 vs CG 20 37.
• Your deadline. Say the date you need it, since agencies handle requests in the order they arrive.

If the contract asks for a specific wording in the description of operations, include it word for word.

Ask for blanket endorsements

The biggest time saver is the structure of your policy. Many general liability policies can include blanket endorsements that extend additional insured status, a waiver of subrogation, and primary and non-contributory treatment to any party you are required by written contract to cover. With them, a new GC is a routine certificate request. Without them, the carrier may need to add each party by endorsement, which can take longer and may cost extra.

Ask your agent:

1. Does my general liability policy have blanket additional insured for ongoing and completed operations? Which forms?
2. Is there a blanket waiver of subrogation, and does it apply to workers' compensation and auto?
3. Is primary and non-contributory wording included when a contract requires it?
4. Is there a per-project aggregate?

Coverage and wording vary by carrier and policy, so ask for copies of the endorsements and keep them. See waiver of subrogation and primary and non-contributory.

Check the certificate before you send it

Open the PDF and compare it with the contract, line by line:

• Insured name matches the contract and your W-9.
• Certificate holder name and address are exactly as the GC gave them.
• Every policy is current, with dates covering the project.
• Each limit meets the requirement.
• Additional insured and waiver of subrogation boxes are marked, and the endorsement copies are attached or ready.
• The description of operations mentions the project, if required.

Fix errors with your agent before you send it. Sending a flawed certificate costs more time than waiting an extra hour. The red flags guide shows what GCs look for.

Keep a library of past certificates

Save every certificate and endorsement in one folder, named by GC, project, and date. When a similar request comes in, you can show your agent the earlier one and say "same as this, new holder." Also keep a copy of your current policy declarations and endorsements, since GCs sometimes ask for them.

How long it takes

Timing varies by agency, workload, and whether a policy change is needed. Many agencies issue a routine certificate the same day or within a few days. A request that needs a carrier endorsement can take longer. Ask your agent how many days they usually need, and send requests at least a week before you need them, more when a new endorsement is required. Do not wait until the day before mobilization.

Make renewals painless

Ask your agent to send you the new certificate as soon as a policy renews, and to send updated certificates directly to GCs that you name. Put each expiration date on your calendar. See subcontractor prequalification for building a full packet.

This page is general information. Contract wording and coverage questions belong with your insurance professional or an attorney.

Check this automatically

ComplySub lets you upload your certificate once and see how it measures up against a GC's requirements before you send it: low limits, missing endorsements, wrong certificate holder, or a policy that is close to expiring. It reminds you and your agent ahead of renewal, and gives you one compliance packet to share with every GC. It is free for subcontractors with one certificate, and GCs can request documents through a link with no account.

Try ComplySub free

This guide is general information, not legal or insurance advice. Insurance and licensing rules vary by state, carrier, and contract; confirm what applies to you with your insurance professional, attorney, or licensing board.