If a client, landlord, vendor, or business partner has asked you to provide a Certificate of Insurance (COI), you may be wondering where to start. Fortunately, obtaining a Certificate of Insurance is often straightforward when you already have the required coverage.

Businesses across the United States commonly use a COI as proof that certain insurance policies are active. You may need one before starting a construction project, signing a commercial lease, working for a new client, participating in an event, or becoming an approved vendor.

However, there is an important distinction to keep in mind: a Certificate of Insurance does not create insurance coverage. It summarizes information about an existing policy. If a contract requires coverage or endorsements that you do not currently have, you may need to update your insurance before a certificate can accurately reflect those requirements.

This guide explains how to get a Certificate of Insurance, what information you need to provide, and how to avoid common mistakes.

What Is a Certificate of Insurance?

A Certificate of Insurance, often called a COI, is a document that provides evidence and summary information about an insurance policy.

For a business, a COI may include details such as:

• The name of the insured business
• The insurance company
• The type of insurance coverage
• Policy numbers
• Coverage limits
• Policy effective dates
• Policy expiration dates
• The certificate holder’s name and address

The person or organization requesting the certificate can use it to review basic information about your insurance.

For example, a property manager may hire a cleaning company and require proof of commercial general liability insurance before allowing employees into the building. The cleaning company can request a COI from its insurance provider and submit it to the property manager.

Step 1: Find Out Exactly Why You Need the Certificate

Before contacting your insurance provider, determine what the requesting party actually needs.

Ask for the complete insurance requirements rather than simply assuming that any standard certificate will be accepted.

A client may require:

• Commercial general liability insurance
• Professional liability insurance
• Commercial auto liability insurance
• Workers’ compensation coverage
• Specific minimum coverage limits
• Additional insured status
• A waiver of subrogation
• Other endorsements

This is important because not every Certificate of Insurance request is the same.

Questions to Ask the Requesting Party

If the requirements are unclear, ask:

• What types of insurance are required?
• What minimum coverage limits do you require?
• Do you need to be listed as a certificate holder?
• Do you require additional insured status?
• Are specific endorsements required?
• Do you have a sample certificate or insurance requirements document?

Getting the answers before contacting your insurance agent can save time.

Step 2: Review Your Existing Insurance Coverage

The next step is to determine whether you already have the required insurance.

Review your current policies or contact your insurance agent or broker.

Here is a general overview of common business insurance types:

Type of Insurance	Common Business Use
General Liability	Protection against certain third-party injury and property damage claims
Professional Liability	Risks associated with professional services or alleged errors
Commercial Auto	Business-related vehicle risks
Workers’ Compensation	Work-related employee injuries, subject to applicable requirements
Commercial Property	Covered damage to business property
Cyber Liability	Certain cyber-related incidents and losses
Umbrella Liability	Additional liability limits above qualifying underlying coverage

Your business may not need every type of insurance listed above. Requirements depend on your industry, operations, contracts, and state.

Check Your Coverage Limits

A contract may require specific limits.

For example, a client might request:

• $1 million per occurrence
• $2 million general aggregate

Remember that a COI cannot simply list higher limits than your actual policy provides.

Step 3: Contact Your Insurance Company, Agent, or Broker

Once you know what you need, contact the company or professional who manages your insurance.

You can typically request a COI from:

• Your insurance company
• Your insurance agent
• Your insurance broker

Many insurance companies also offer online policyholder portals where customers can request or download certificates.

When making your request, be prepared to provide the relevant details.

Information You May Need

Information	Why It Is Needed
Your business name	Identifies the insured party
Policy information	Helps locate the correct coverage
Certificate holder name	Identifies who will receive the COI
Certificate holder address	May be required on the certificate
Contract or project name	Helps identify the purpose of the request
Required coverage limits	Allows your provider to compare requirements
Special requirements	Identifies possible endorsements

Providing complete information up front can speed up the process.

Step 4: Provide the Certificate Holder’s Correct Information

The certificate holder is the person or organization receiving the Certificate of Insurance.

For example, if a commercial property management company hires your business, that company may ask to be listed as the certificate holder.

Make sure you provide the exact:

• Company name
• Contact information, if requested
• Mailing address

Even a minor error can cause the requesting organization to reject the certificate.

Certificate Holder Is Not Always an Additional Insured

This is one of the most common areas of confusion.

Being listed as a certificate holder generally means that the organization receives evidence of your insurance coverage.

It does not automatically make that organization an additional insured under your policy.

Certificate Holder	Additional Insured
Receives the Certificate of Insurance	May receive certain protection under the policy
Provides evidence of coverage	Generally requires applicable policy provisions or endorsements.
Does not automatically receive insured status	Rights depend on policy language.
Often required for documentation.	Often required in certain contracts.

If your contract requires additional insured status, tell your insurance agent or broker specifically.

Do not assume that listing the client’s name on the COI is enough.

Step 5: Ask Whether Any Endorsements Are Required

Some contracts contain insurance requirements that go beyond a standard certificate.

They may request:

• Additional insured status
• Waiver of subrogation
• Primary and noncontributory wording
• Higher liability limits
• Specific policy endorsements

An endorsement is generally a document that adds, removes, or changes provisions within an insurance policy.

The certificate itself does not normally create new coverage.

For example, if your client asks to be added as an additional insured, your insurance provider may need to verify whether your policy allows this and whether an endorsement is necessary.

Always send the actual contract requirements to your insurance professional when possible.

Step 6: Wait for Your Insurance Provider to Issue the Certificate

After receiving your request, the insurance company, agent, or broker can prepare the Certificate of Insurance based on your active policy information.

The time required varies.

In some situations, a standard certificate may be available quickly through an online portal. More complicated requests may take longer, particularly when endorsements or policy changes are involved.

Avoid waiting until the day before you are scheduled to begin work.

Why Timing Matters

Consider a contractor who wins a major project on Friday and is scheduled to begin work Monday morning.

The contract requires:

• $2 million aggregate general liability
• Additional insured status
• A waiver of subrogation

If the contractor only discovers these requirements on Sunday, there may not be enough time to arrange the necessary documentation or policy changes.

Review insurance requirements as early as possible.

Step 7: Review the Certificate Before Sending It

Once you receive the COI, do not immediately forward it without checking the details.

Review the following information:

Business Information

Confirm that:

• Your legal business name is correct
• Your business address is correct
• The appropriate insured entity is listed

Policy Information

Check:

• Insurance carrier name
• Policy number
• Effective date
• Expiration date
• Type of coverage
• Listed coverage limits

Certificate Holder Information

Verify that the requesting organization is listed correctly.

A certificate may be rejected if the company name or address contains an error.

Contract Requirements

Compare the COI and supporting documents with the contract.

Make sure you understand whether separate endorsements are required as well.

Step 8: Send the Certificate to the Correct Person or Organization

After reviewing the certificate, submit it according to the requesting party’s instructions.

They may ask you to:

• Email the certificate
• Upload it to a vendor portal
• Send it directly through your insurance provider
• Submit it through a contract management system

Keep a copy for your records.

Some businesses also save copies of the original insurance requirements so they can quickly confirm what was requested.

How Much Does It Cost to Get a Certificate of Insurance?

For many businesses, obtaining a standard Certificate of Insurance from an existing insurer or insurance agent may not incur an additional charge.

However, costs may arise if you need to change your insurance coverage.

For example, you may need to pay more if you must:

• Increase coverage limits
• Purchase a new type of insurance
• Add certain endorsements
• Modify an existing policy

The cost depends on the insurer, the type of business, the policy terms, and any requested changes.

Certificate Cost vs. Insurance Cost

Situation	Possible Cost
Requesting a standard COI	Often included with an existing policy.
Increasing liability limits	May increase insurance premiums
Adding a new policy	Additional premium likely applies.
Requesting certain endorsements	May involve additional cost depending on the policy
Correcting certificate information	Often handled through the issuing provider.

Always ask your insurance provider about potential charges before making policy changes.

Can You Get a Certificate of Insurance Without Insurance?

Generally, no legitimate Certificate of Insurance should be issued showing active coverage that does not actually exist.

A COI is based on an underlying insurance policy.

If you do not currently have the coverage required by a client or landlord, you may need to purchase an appropriate policy before an accurate certificate can be issued.

Be cautious about anyone offering to create a certificate without verifying actual coverage.

Providing false or altered insurance documentation can lead to serious legal and financial consequences.

Common Mistakes to Avoid

1. Asking for a Generic Certificate Without Reading the Contract

A standard certificate may not satisfy specific contractual requirements.

Always review the complete insurance section of your agreement.

2. Confusing a Certificate Holder With an Additional Insured

These terms have different meanings.

If the contract requires additional insured status, speak with your insurance provider about the appropriate endorsement.

3. Sending an Expired Certificate

Check policy expiration dates before submitting documentation.

A certificate from a previous policy period may not demonstrate current coverage.

4. Altering the Certificate Yourself

Do not manually change:

• Policy dates
• Coverage limits
• Insurance company names
• Policy information

Request changes through your authorized insurance provider.

5. Waiting Until the Last Minute

Some insurance requirements take longer to address than others.

Start the process as soon as you receive the contract.

How Often Do You Need to Request a New Certificate?

You may need an updated Certificate of Insurance when:

• A policy expires and renews
• A new client requests proof of coverage
• Your business enters a new contract
• Coverage limits change
• Certificate holder information changes
• A project requires current documentation

For ongoing contracts, clients may request an updated COI each year or whenever your policy renews.

A Simple COI Tracking System for Small Businesses

If your business frequently provides Certificates of Insurance, staying organized can prevent missed deadlines.

Consider tracking the following:

What to Track	Recommended Action
Policy expiration dates	Set calendar reminders
Certificate requests	Record the requesting organization.
Contract requirements	Save a copy with the COI.
Additional insured requests	Confirm supporting endorsements
Policy changes	Update your records
Renewed policies	Request updated certificates when necessary.

A spreadsheet may be sufficient for a small business. Companies with numerous clients and contracts may benefit from specialized certificate management systems.

Final Thoughts

Getting a Certificate of Insurance is usually simple when your business already has the coverage required by the requesting party.

The basic process is straightforward: review the insurance requirements, check your existing coverage, contact your insurer or agent, provide accurate certificate holder information, and carefully review the completed document before submitting it.

The most important step is not simply requesting a COI—it is ensuring your actual insurance coverage meets the contract’s requirements.

A Certificate of Insurance generally summarizes existing coverage. It does not replace the insurance policy, and it does not normally create coverage or endorsements that are not already in place.

Because business insurance requirements vary across the United States by industry, state, contract, and business activity, consider consulting a licensed insurance professional if you are unsure about your coverage.

By understanding the process and preparing early, you can respond to COI requests more efficiently, avoid unnecessary project delays, and keep your business ready for new clients and opportunities.