How property managers track vendor insurance
Learn which vendors need insurance, what to collect from each, how to organize records by property and owner, and how to run an annual review.
Property managers track vendor insurance by deciding which vendors need coverage, collecting the same set of documents from each, filing them by property and owner entity, and watching expiration dates. The hard part is not the first certificate. It is keeping dozens of vendors current across several properties, each with its own owner and sometimes its own lender requirements.
Which vendors need coverage
Anyone who works on the property, or whose mistake could injure someone or damage it, is a candidate:
- Maintenance and repair contractors
- Landscaping and snow removal
- Janitorial and cleaning
- Elevator and fire-safety service
- Security and patrol
- Licensed trades such as electrical, plumbing, HVAC, and roofing
Requirements should scale with risk. A snow removal company and a one-time delivery do not need the same package. Your management agreement and the owner's insurance advisor are good sources for what is expected.
What to collect
For each vendor, many managers ask for:
- Certificate of insurance showing general liability, auto, workers' compensation, and an umbrella where required. See the ACORD 25 field by field.
- Additional insured status for the owner entity and the management company, which is different from being the certificate holder. See certificate holder vs additional insured.
- Waiver of subrogation and primary and non-contributory wording where your contract requires them.
- W-9 for payment and tax reporting.
- License where the trade is licensed in your state.
Insurance and contract rules vary, so confirm wording with your insurance advisor or attorney.
Organize by property and owner entity
Most management companies hold properties in different ownership entities. The additional insured names must match the right entity for the property where the vendor is working. A certificate naming Owner A does not help on Owner B's building.
A workable structure is one record per vendor, with a list of the properties they serve and the entity names to be listed for each. Lenders and owners may set different requirements, such as higher limits for a financed property. Record those differences per property so a vendor is judged against the right standard.
Track expirations
Record the expiration date of every policy, not only the earliest one. Send a renewal request about 30 days before, follow up at 14 days, and treat the vendor as non-compliant on the date. See subcontractor certificate expired for what to do next. Some managers also block new work orders for vendors who are out of compliance, if the management agreement allows it.
Vendors who ignore requests
Some vendors will not respond. Escalate in steps:
- Resend the request and copy the vendor's insurance agent.
- Call the owner or office manager directly.
- Set a written deadline.
- Pause new work orders until coverage is on file.
- Replace the vendor if it stays unresolved.
Keep a written record, and ask counsel what your contracts permit before withholding payment.
Annual review
Once a year, review the whole program:
- Remove vendors who no longer work with you.
- Compare requirements with each owner's current insurance guidance and lender terms.
- Sample certificates for correct entity names and endorsements.
- Confirm licenses are still active.
- Update the requirement template for any changes.
For software tradeoffs, see coi tracking: spreadsheet vs software.
Check this automatically
In ComplySub, set the requirements for each property or owner once and send vendors an upload link that needs no account. ComplySub reads each certificate, flags limits that are too low, missing endorsements, wrong certificate holder, or expiring policies, and reminds the vendor and their agent. It checks documents against the requirements you set and is not insurance or legal advice.
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.