Certificate of Insurance (COI): What It Is and How to Get One

"Can you send us your COI?" is one of the most common questions small businesses hear before starting a job, signing a lease or setting up at an event. A certificate of insurance is simple once you understand it, but there are a few details that trip people up.

What a certificate of insurance is

A certificate of insurance is a short document, often on a standardized industry form, that summarizes your insurance at a moment in time. It typically lists:

• Your business name and address (the "insured").
• Your insurer(s) and policy numbers.
• The types of coverage you have, such as general liability, auto, umbrella and workers' comp.
• Policy effective and expiration dates.
• Coverage limits.
• The certificate holder: the person or organization requesting proof.

The key thing to understand is that a certificate is informational. It shows what your policy says; it generally doesn't change the policy. Standard certificates usually include language making that point clearly.

Why clients and venues ask for one

Businesses that hire you want to know that if your work causes injury or damage, there's insurance to pay for it rather than them. Landlords want the same assurance for their property. Event organizers want proof that vendors are covered. Asking for a COI is a quick way for them to check.

Additional insured: the part that matters most

Often a client will ask to be named as an additional insured. This gives them certain protection under your policy for claims arising from your work. To actually provide it, your insurer needs to add an endorsement to the policy. Simply typing the client's name on the certificate isn't enough.

Many general liability policies include a "blanket" additional insured endorsement that automatically covers anyone you've agreed in a written contract to add. Others require you to request each one. Ask your agent which you have.

Clients may also ask for:

• Waiver of subrogation: your insurer agrees not to pursue the client to recover money it paid on a claim.
• Primary and non-contributory wording: your policy pays before the client's own insurance.
• Notice of cancellation: a commitment to notify the client if your policy is cancelled.

If a contract lists specific insurance requirements, send it to your agent before you sign. It's much easier to confirm or adjust coverage beforehand than to discover a gap later.

How to request a COI

1. Get the exact legal name and address of the certificate holder.
2. Ask whether they need to be an additional insured and whether there are other requirements.
3. Send those details to your agent, broker or insurer, or use your insurer's online portal.
4. Check the certificate before sending: correct names, dates, limits and coverage types.

Collecting COIs from subcontractors

If you hire subcontractors, ask for their certificates too. If an uninsured subcontractor causes damage or gets hurt, the claim may land on your business and your policy. Check that their policies are active for the duration of the job and that limits meet your contract requirements. Keep the certificates on file and request updated ones when policies renew.

Frequently asked questions

How do I get a certificate of insurance?

Ask your insurance agent, broker or insurer. Many insurers also let you generate standard certificates from an online account. Have the certificate holder's legal name and address ready.

Does a certificate of insurance cost money?

Standard certificates are commonly issued at no charge, but adding someone as an additional insured may involve an endorsement that can carry a fee, depending on the insurer.

What is the difference between a certificate holder and an additional insured?

A certificate holder simply receives proof of your insurance. An additional insured is given certain rights under your policy through an endorsement.