COI request letter templates for new vendors, renewals and corrections

Use these emails for a new vendor, renewal or missing evidence. Replace every bracketed field with the requirements agreed in your contract and reviewed with your risk team. The template does not set universal limits or create coverage; the policy and applicable endorsements determine coverage.

Template 1 — new vendor

Subject: Certificate of insurance request — [Vendor] / [Project]

Hi [Contact], please ask your insurance agent to provide current evidence for [Vendor legal name] by [Due date]. Our agreed requirements are [Coverage types and limits from the contract]. Certificate holder: [Company legal name and address]. Please attach [Required endorsement evidence, if applicable], including the agreed additional insured, waiver of subrogation or primary/non-contributory provisions. Submit here: [Secure upload link or business email]. If a requirement is unavailable, please identify the gap for review rather than changing certificate wording. Thank you, [Name and contact].

Template 2 — renewal

Subject: Renewal certificate requested — policy expires [Date]

Hi [Contact], the policy shown on our current certificate expires on [Date]. Please have your agent provide the renewal certificate and required endorsement evidence by [Due date] for [Project/Agreement]. Certificate holder: [Legal name and address]. Upload: [Secure link]. Please flag changes in insurer, limits, coverage or endorsements for review. Thank you, [Name and contact].

Template 3 — missing or conflicting evidence

Subject: COI follow-up — [Vendor] / [Missing item]

Hi [Contact], thank you for the submission. We still need [Document or field] to compare it with [Contract requirement]. The submission shows [Observed value]; the agreed requirement is [Required value or evidence]. Please ask your agent for the supporting document or an explanation of the gap. Upload: [Secure link]. We will review the response before making an approval decision. Thank you, [Name and contact].

Before you send

Check the insured and certificate-holder legal names, project, deadline and submission channel. Certificate-holder identification is distinct from additional-insured coverage. Request the policy or endorsement evidence required by the agreement; certificate wording alone does not change the policy.

Use contract-specific limits and requirements.

Record the policy expiration date; the underlying policy expires.

Refer unresolved coverage questions to the broker or risk reviewer.