A Request for Certificate of Insurance (COI) is a common part of doing business in the United States. Companies, landlords, general contractors, property managers, event venues, and other organizations may ask a business, contractor, or vendor to provide a Certificate of Insurance before work begins or a contract is finalized.

In many cases, the request itself is simple: someone wants documentation showing that a business has certain insurance coverage. However, a poorly prepared request can lead to an incomplete certificate, incorrect certificate holder information, or delays in project approval.

Knowing what to include in a COI request can make the process much smoother.

This guide explains what a Certificate of Insurance request is, what information to provide, how to request a COI from an insurance agent, and common mistakes to avoid.

What Is a Request for a Certificate of Insurance?

A Request for Certificate of Insurance is a request to an insurance agent, broker, carrier, or other insurance professional to issue a certificate summarizing the insured’s current insurance coverage.

For example, a general contractor may hire a subcontractor and require the subcontractor to provide a COI before entering a job site.

The subcontractor can send a request to its insurance agent containing the customer’s information and the insurance requirements.

The resulting certificate may show:

• Named insured
• Insurance carrier
• Policy number
• Coverage type
• Policy limits
• Policy dates
• Certificate holder
• Description of operations

A COI is generally evidence or a summary of insurance coverage. It is not a replacement for the underlying insurance policy.

Who Can Request a Certificate of Insurance?

A COI request can come from many different parties.

Businesses

A company may request insurance documentation from vendors or contractors before allowing them to provide services.

General Contractors

General contractors frequently request COIs from subcontractors before work begins.

Property Owners and Landlords

A commercial landlord may require tenants or contractors to provide proof of insurance.

Property Managers

Property management companies may request certificates from service providers working at properties they manage.

Event Venues

Hotels, convention centers, and other venues may require event organizers or vendors to provide proof of insurance.

Government Organizations

Government contracts can contain specific insurance requirements that contractors must satisfy.

Why Is a COI Requested?

The main reason is generally to verify insurance information.

A company may want to confirm that a contractor or vendor maintains coverage that meets the requirements of their agreement.

For example, a commercial property manager hires a plumbing company. The property manager may require the plumber to carry a certain amount of general liability insurance and, where applicable, workers’ compensation coverage.

The plumbing company can request a COI from its insurance provider and send it to the property manager.

Information to Include in a COI Request

A good request should provide enough information for the insurance professional to issue the certificate correctly.

Information	What to Provide
Named insured	Legal business name
Certificate holder	Exact requesting organization’s name
Address	Certificate holder’s complete address
Project	Project or contract name
Location	Where work will take place
Dates	Relevant project or event dates
Coverage	Required insurance types
Limits	Required policy limits
Endorsements	Any specifically required endorsements
Description	Brief description of operations

Providing complete information the first time can reduce back-and-forth communication.

Sample Request for Certificate of Insurance

Here is a simple example that a business can adapt:

Subject: Request for Certificate of Insurance – [Project/Client Name]

Hello [Agent/Broker Name],

Please issue a Certificate of Insurance for the following project:

Named Insured: ABC Services LLC
Certificate Holder: XYZ Property Management LLC
Certificate Holder Address: 100 Main Street, Dallas, TX 75201
Project Location: 500 Market Street, Dallas, TX 75202
Project: Commercial Building Maintenance

Please include the applicable insurance coverage and limits required under the attached agreement.

The customer has also requested [additional insured status/other applicable requirements, if applicable].

Please let me know if you need any additional information.

Thank you,
[Name]
[Business Name]
[Phone]
[Email]

This is only a sample. The exact language should reflect the actual contract and insurance requirements.

How to Request a COI From Your Insurance Agent

The process is usually straightforward if your business already has insurance.

Step 1: Review the Contract

Before contacting your insurance agent, read the insurance section of the agreement.

Look for:

• General liability requirements
• Workers’ compensation requirements
• Commercial auto requirements
• Professional liability requirements
• Umbrella or excess liability
• Additional insured requirements
• Waiver of subrogation
• Primary and noncontributory wording
• Other endorsements

Do not rely solely on what a customer tells you verbally if the requirements are set out in a written contract.

Step 2: Identify the Certificate Holder

Find out exactly who should receive the certificate.

Ask the requesting organization for its preferred legal name and address.

Step 3: Send the Requirements to Your Agent

Give your agent or broker the customer’s requirements.

If possible, attach the relevant section of the contract.

This allows the insurance professional to determine whether the requested coverage or endorsement is available under your policy.

Step 4: Request Any Necessary Endorsements

Some customers require more than a basic certificate.

For example, they may request additional insured status.

If that is the case, specifically mention it in your request.

Step 5: Review the Certificate

When you receive the COI, check the information carefully before sending it to the customer.

What Should You Check on a COI?

A quick review can prevent many problems.

Check the following:

Business Name

Is the legal name of the insured correct?

Insurance Carrier

Does the certificate identify the correct insurance company?

Policy Number

Does the policy number match your current policy?

Coverage Limits

Do the limits match the contractual requirements?

Policy Dates

Is the coverage active for the required period?

Certificate Holder

Is the customer’s legal name and address correct?

Description of Operations

Does the certificate appropriately identify the project or work when needed?

Endorsements

Have any required endorsements been properly addressed?

If something is incorrect, ask your insurance provider to issue a corrected certificate.

Certificate Holder vs. Additional Insured

This is one of the most important issues to understand when making a COI request.

A certificate holder is generally the person or organization receiving the certificate.

An additional insured may receive certain rights or coverage under the policy when properly added in accordance with applicable policy provisions or endorsements.

These are not the same thing.

Certificate Holder	Additional Insured
Receives the COI	May receive certain policy protection
Gets evidence of insurance	May require an applicable endorsement
Does not automatically become insured	Status depends on policy provisions.
Primarily administrative	Can involve contractual insurance rights

If a customer requests that it be listed as an additional insured, do not assume that entering its name in the certificate holder section accomplishes this.

Discuss the requirement with your insurance agent or broker.

Can You Request a COI Online?

Many insurance agencies and carriers offer online certificate-request systems.

The exact process depends on the provider.

An online request may ask for:

• Certificate holder name
• Certificate holder address
• Project information
• Coverage requirements
• Email address
• Effective dates
• Additional instructions

Online systems can be convenient when a business regularly needs certificates for different customers.

However, complicated requests involving endorsements or policy changes may still require assistance from an insurance professional.

How Long Does a COI Request Take?

The timeframe varies.

A straightforward request based on an existing policy may be completed relatively quickly.

More complicated requests can take longer if they require:

• Additional insured endorsements
• Higher coverage limits
• New insurance coverage
• Policy changes
• Special contract wording

For this reason, businesses should submit COI requests as early as possible.

If a contract states that the certificate must be approved before work begins, do not wait until the project deadline.

Does Requesting a COI Cost Money?

A standard certificate associated with an existing insurance policy may often be provided without a separate charge.

However, the certificate request itself is different from changing the insurance policy.

For example, a customer may require higher liability limits than your current policy provides.

In that situation, increasing the limits could result in an additional premium.

Request	Potential Financial Impact
Standard COI	May not involve a separate charge
Corrected COI	Often handled as documentation service.
Higher policy limits	May increase premium
Additional coverage	May increase premium
New endorsement	Depends on policy and insurer
New insurance policy	Additional premium applies

Your insurance provider can explain any applicable costs.

Common COI Request Mistakes

Requesting the Certificate Too Late

A last-minute request can become a problem if the customer requires additional coverage.

Start early.

Providing an Incorrect Certificate Holder

Use the exact information supplied by the requesting organization.

Forgetting the Project Location

Some customers want the location and project information reflected in the certificate.

Ignoring the Contract

Insurance requirements can be buried in a long vendor or construction agreement.

Review the actual contract.

Assuming a COI Creates Coverage

A certificate summarizes insurance information. It does not create coverage that does not exist under the policy.

Confusing Additional Insured Status

A certificate holder is not automatically an additional insured.

Editing the COI Yourself

Never change policy numbers, limits, dates, or other insurance information manually.

Ask the insurance professional to correct the certificate.

COI Request Checklist

Before submitting your request, make sure you have:

Item	Ready?
Legal name of insured	✓
Certificate holder name	✓
Certificate holder address	✓
Project name	✓
Project location	✓
Required coverage	✓
Required limits	✓
Policy requirements	✓
Additional insured requirements	✓
Other endorsements	✓
Submission deadline	✓

Keeping this information organized can make repeated COI requests much easier.

What If Your Current Insurance Does Not Meet the Requirement?

Do not alter the certificate to make it appear that your coverage satisfies the contract.

Instead, contact your insurance agent or broker.

For example, suppose a client requires $2 million in general liability coverage, but your current policy has a $1 million limit.

Your agent can explain whether you can increase the limit and what the change could cost.

You can also discuss the requirement with the customer if the requested coverage is not appropriate for your particular business arrangement.

When Should You Request a New COI?

You may need a new certificate when:

• Starting a new contract
• Beginning a new project
• Working with a new customer
• Renewing an insurance policy
• Changing coverage
• Changing certificate holders
• Starting work at a new location
• A customer requests updated documentation

It is especially useful to request updated certificates when existing certificates are approaching expiration.

Final Thoughts

A Request for Certificate of Insurance is a simple but important part of many U.S. business relationships. Contractors, vendors, tenants, event organizers, and service providers may need to request COIs to demonstrate that they maintain the insurance required by a customer or contract.

The best approach is to start with the written insurance requirements. Identify the certificate holder, determine the required coverage and limits, and provide that information to your insurance agent or broker.

Before submitting the certificate, check the insured’s name, policy information, limits, dates, certificate holder, and any requested endorsements.

Most importantly, remember that a COI is generally evidence or a summary of insurance coverage—not the insurance policy itself. A certificate cannot create coverage or change the terms of an underlying policy simply because certain information appears on the document.

If a customer requires additional insured status, special endorsements, or coverage not provided by your current policy, discuss those requirements with a licensed insurance professional.

Because insurance rules and contractual requirements can vary by state, industry, project, and business structure, there is no single COI requirement that applies to every U.S. company.

A well-prepared COI request can save time, reduce administrative back-and-forth, and help ensure that your business has the documentation it needs before a contract, project, or event begins.