What a certificate of insurance shows
A certificate of insurance (COI) summarizes a subcontractor’s coverage: the insurer, policy numbers, coverage types and limits, and effective and expiry dates. In the US, the ACORD 25 form is the most common format for liability coverage.
What to check on every COI
- The insured name matches the subcontractor on your contract
- Coverage types: general liability, auto, workers’ compensation, umbrella, as your contract requires
- Limits meet or exceed your contract minimums
- Dates: the policy is active now and won’t expire mid-job without a renewal
- Additional insured wording names you (and the owner, if required)
- Certificate holder is your company
A COI is a summary, not the policy. For larger jobs, ask for the additional insured endorsement itself.
A simple tracking process
- Collect before work starts. No COI, no site access. Make it part of onboarding.
- Record the expiry dates. Each coverage type can expire on a different date.
- Remind 30 days before expiry. Ask the subcontractor or their agent for the renewal.
- Block payment on lapse. Many contractors hold pay applications while coverage is missing or expired.
- Review weekly. A short list of what’s missing or expiring keeps it from piling up.
Make it easy for subs to send them
Most chasing happens because subcontractors don’t know where to send the certificate. Give each one a simple upload link that doesn’t need an account. When the file arrives, it should be filed, read, and the dates recorded automatically.
Where software helps
Tracking COIs in a spreadsheet works until you have more than a handful of subs. Tools that read each certificate, record coverage and expiry dates, send renewal reminders and flag pay applications from subs with missing coverage turn a weekly chore into a list you glance at.