How to get a certificate of insurance for your business
If your client, landlord or general contractor asks for a certificate of insurance, contact the insurer or broker that writes your business policy. The certificate is issued from that policy; it is not an application for insurance and it is not a form you complete yourself.
Most straightforward requests can be handled online or by the broker quickly. Delays happen when the request includes higher limits, a different legal entity, or endorsements that are not already part of the policy.
Information to send your insurer or broker
A complete request includes:
- The certificate holder's exact legal name and mailing address.
- The project, location or contract the certificate relates to.
- Required coverage types and minimum limits.
- Any additional insured, waiver of subrogation or primary/non-contributory requirement.
- The date work, occupancy or the event begins.
- An email or upload link for direct delivery to the requestor.
What the requestor will check
The requestor compares the insured entity, coverage, limits and policy dates with the contract. If endorsements are required, they should also check the attached forms. A checked ADDL INSD or SUBR WVD box on the certificate does not replace the policy endorsement.
Common reasons a COI is rejected
Ask for the exact deficiency in writing and forward it to the broker. The broker—not the client and not you—must correct policy evidence.
- Your insured business name does not match the contract entity.
- A policy expires before the project or lease term ends.
- Limits are below the written requirement.
- The holder name or address is wrong.
- Required endorsement pages were not attached.
- The description box promises coverage the policy does not grant.
If your business collects COIs from others
Issuing your own COI and verifying a vendor's COI are opposite sides of the same process. When you hire vendors, use written requirements, collect the endorsement pages and track renewals instead of treating receipt of the certificate as approval.
Frequently asked questions
How long does it take to get a certificate of insurance?
A simple certificate showing existing coverage can often be issued the same day or immediately through an insurer portal. Policy changes and special endorsements take longer because the insurer must approve them first.
Who can issue a certificate of insurance?
The insurer or an authorized insurance agent or broker issues the certificate from the active policy.
Do I need a new COI for every client?
Often yes when each client must appear as certificate holder or additional insured. Many insurer portals and brokers can issue holder-specific certificates from the same policy.
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