How do you request a certificate of insurance from a contractor?

Why is a contractor asked for a certificate of insurance?

A hiring organization often asks for a COI to obtain a consistent summary of insurance information before assigning work. The request helps the organization connect the contractor's evidence with contractual and project requirements, identify dates that need follow-up, and route exceptions to a qualified reviewer.

A COI is evidence to review, not a guarantee that every requirement is satisfied. It does not replace the policy or endorsements and should not be used as the only measure of whether a contractor is qualified or legitimate.

What should a COI request include?

• Contractor identity: the legal entity expected to perform the work.
• Project context: project name, location, scope, contracting entity, and expected work period.
• Certificate holder: the exact name and address required by your process.
• Insurance requirements: coverage types, limits, and applicable dates taken from the governing contract.
• Supporting evidence: endorsements or other documents required by the contract, rather than relying on a certificate notation alone.
• Deadline and delivery: when the evidence is due and the approved secure upload channel.
• Contact for questions: the person who can clarify administrative requirements without giving unauthorized coverage advice.

A five-step contractor COI request process

1. Define requirements before outreach

Record the project requirements in a form the review team can use later. Separate required evidence from optional information and identify who can resolve ambiguous terms.

2. Send one complete written request

Provide all known details together. A complete request reduces back-and-forth between the contractor, project team, and broker.

3. Let the contractor coordinate with their broker

The contractor is the insured party and normally works with their insurance professional to obtain evidence. Avoid asking the contractor to edit a certificate themselves.

4. Collect documents through a controlled channel

Use a secure upload link or another approved process that connects the submission to the right contractor and project. Email attachments scattered across inboxes make version control difficult.

5. Track missing and replacement evidence

Record when the request was sent, what remains missing, and who owns the next action. If evidence will expire during the work, start renewal follow-up early.

What should you do after receiving the COI?

Confirm that the submission belongs to the correct contractor and project, then use a consistent contractor COI checklist. Compare dates, coverages, limits, certificate holder details, and supporting endorsements with the applicable requirements. Record the reviewer, decision, reason, and requested correction.

If the evidence is incomplete, explain the specific gap rather than simply asking for a “correct COI.” If it is accepted, schedule expiration follow-up and preserve the source document with the decision history. Learn more in the complete guide to tracking subcontractor COIs.

Frequently asked questions about requesting COIs

Who issues a certificate of insurance?

A certificate is commonly prepared by an authorized insurance agent, broker, or insurer using information from the insured's policies. The contractor should coordinate the request with their insurance professional.

How long does it take to obtain a COI?

Timing varies with the contractor, broker, requested wording, and whether endorsements are needed. Request evidence before mobilization and leave time for review and corrections.

Can I ask the broker to change the certificate?

You can communicate the evidence your contract requires, but only authorized parties can confirm or change coverage. Questions about policy terms should go to the contractor and qualified insurance professionals.