Certificate of Insurance (COI) Request Playbook

1. 1

   Have your client's exact requirement in writing first

   Before you contact your agent, get the client's insurance requirements addendum, vendor packet, or contract language that specifies what they need. Don't paraphrase — forward it. Agents will mirror the exact wording.

   Specifically you need: (1) certificate holder name and address (the client), (2) coverage types required (GL, Workers Comp, Auto, Umbrella), (3) required limits (commonly $1M / $2M GL aggregate, $1M auto), (4) whether the client must be named as additional insured, (5) whether a waiver of subrogation is required.

   💡 Tip: If the client just says 'send me a COI' with no specifics, ask them to email you the requirements first. They almost always have a written list.
2. 2

   Email your agent with the 6-line template

   Send your agent (or your carrier's online portal) this format. Includes everything they need; nothing more:

   Subject: COI request — [Client name]
   
   1. Certificate holder:
      [Client legal name]
      [Client mailing address]
   2. Coverages required:
      [General Liability $1M/$2M, Workers Comp statutory, Auto $1M]
   3. Additional insured:
      [Yes — on GL policy] OR [No]
   4. Waiver of subrogation:
      [Yes — on Workers Comp] OR [No]
   5. Effective date:
      [Date contract begins]
   6. Email COI to:
      [Your email + client's COI inbox if provided]

   💡 Tip: Most carriers turn around standard COIs the same business day if you provide all 6 lines. Vague requests can take 3–5 days.
3. 3

   Confirm what 'additional insured' actually means

   Naming someone as additional insured on your General Liability policy extends YOUR coverage to defend THEM against certain claims arising from your work. It's a real coverage extension, not a paperwork formality — and it can affect your premium and renewals.

   Most GL policies allow additional-insured status by endorsement (commonly form CG 20 10 for ongoing operations and CG 20 37 for completed operations). Your agent will add the endorsement and reflect it on the COI.

   💡 Tip: If a client demands additional-insured status on Workers Comp, professional liability, or cyber — push back. Those policies generally don't have an AI endorsement available. The client is using a boilerplate template that doesn't apply to their actual ask.
4. 4

   Verify the COI before sending it onward

   When you receive the COI from your agent, check that it matches the client's requirements before forwarding. Common mistakes:

   • Limits one decimal off ($1M vs $100K)
   • Certificate holder name misspelled or wrong address
   • Additional insured language missing or on wrong coverage line
   • Effective date wrong for the contract
   • Carrier name doesn't match what's on your policy declarations

   If anything is wrong, reply to the agent immediately — fixing on the same day is easy; fixing after the client has it is awkward.

5. 5

   Keep a copy with your contract records

   Save the issued COI alongside the signed contract. You'll need it if there's ever a claim or audit involving that client engagement. Most agents also keep COIs on file for 5+ years, but having your own copy avoids any delay if your agent changes.

   💡 Tip: When your policies renew, your agent should automatically reissue any active COIs with new expiration dates. If a client requires renewed proof of coverage and your agent didn't proactively send it, request the renewed COI explicitly.
6. 6

   Watch for COI fraud (especially from sub-contractors)

   If you're a general contractor or hiring vendors, COI fraud is real and rising. Bad actors photoshop fake COIs to win contracts they're not actually insured for. The safe pattern:

   • Request the COI come directly from the vendor's insurance agent, not from the vendor
   • Verify the carrier name on the COI matches a real carrier (use NAIC's Consumer Information Source tool to confirm)
   • For high-dollar engagements, call the agent's office to verify coverage is active
   💡 Tip: Most legitimate insurance agents are happy to confirm coverage by phone — it takes them 60 seconds and protects both parties.