How to Get a Certificate of Insurance (COI)

A certificate of insurance, commonly called a COI, is a standardized document that summarizes your business insurance coverage. It is issued by your insurance carrier or agent and serves as proof that you have active insurance policies in place. The COI is not an insurance policy itself but rather a snapshot of your coverage that can be shared with third parties who need to verify your insurance status.

COIs are used in nearly every industry and are one of the most frequently requested business documents. Landlords require them before signing a lease. General contractors require them before allowing subcontractors on a job site. Clients require them before awarding contracts. Event venues require them before allowing setup. Without a current COI, you can lose contracts, delay projects, and miss business opportunities.

The standard COI form, known as the ACORD 25, includes your business name and address, the insurance carrier names and policy numbers, the types of coverage you carry, your coverage limits, your policy effective and expiration dates, and the name of any additional insured parties. The document is typically one page and provides all the essential information a third party needs to confirm your coverage.

Getting a COI is straightforward once you have active insurance policies. The fastest way to obtain one is to contact your insurance agent or broker directly. Most agents can generate a COI within minutes using their agency management system. Simply call or email your agent with the following information: the name and address of the party requesting the COI, any specific coverage requirements they have specified, and whether they need to be listed as an additional insured or certificate holder.

Many insurance carriers now offer online portals where policyholders can generate COIs on demand without contacting their agent. If your carrier offers this feature, you can log in, enter the certificate holder's information, and download or email the COI immediately. This is particularly useful for businesses that need COIs frequently or on short notice.

Some businesses need COIs urgently for time-sensitive contracts or projects. In most cases, your agent can generate and send a COI within one business day, and often within hours. If you anticipate needing COIs frequently, establish a relationship with an agent who is responsive and familiar with your coverage so they can turn around requests quickly. CPK Insurance provides same-day COI service for all clients, and many requests are fulfilled within the hour.

Two terms that frequently cause confusion in COI requests are certificate holder and additional insured. Understanding the difference is important because they provide very different levels of protection to the requesting party.

A certificate holder is simply the party who receives the COI. Being listed as a certificate holder means you receive proof that the insurance exists, but it does not give you any coverage under the policy. The certificate holder designation is purely informational and is standard on every COI. If a landlord asks for a COI with them listed as the certificate holder, they are asking to receive the document for their records.

An additional insured is a party who is actually added to the insurance policy and receives coverage under it. When a general contractor requires a subcontractor to name them as an additional insured, the general contractor gains liability protection under the subcontractor's policy for claims arising from the subcontractor's work. This is a much more significant request than being listed as a certificate holder because it extends actual insurance protection.

Adding an additional insured typically requires an endorsement to your policy, which may involve a small additional premium. Your agent handles this by contacting the carrier and processing the endorsement. The additional insured status is then reflected on the COI. Some policies include blanket additional insured endorsements that automatically extend coverage to any party required by written contract, simplifying the process.

Different industries and situations have specific COI requirements that you should be prepared to meet. Construction and contracting is the most COI-intensive industry. General contractors typically require subcontractors to provide COIs showing general liability with minimum limits of $1 million per occurrence, workers' compensation, commercial auto insurance, and umbrella coverage. The general contractor is almost always required to be named as an additional insured.

Commercial real estate leases commonly require tenants to provide COIs showing general liability, commercial property insurance, and sometimes workers' compensation. The landlord and property management company are typically listed as additional insureds, and the lease may specify minimum coverage limits that must be maintained throughout the lease term.

Event venues and facilities typically require event organizers to provide COIs showing general liability with limits of $1 million or more. The venue is named as an additional insured for the duration of the event. Some venues have specific requirements for liquor liability if alcohol will be served, or for additional coverages depending on the nature of the event.

Government contracts often have the most detailed COI requirements, specifying exact coverage types, minimum limits, specific endorsements, and sometimes even requiring coverage from carriers with specific financial ratings. Review government contract insurance requirements carefully and well in advance of the bid deadline to ensure you can comply.

If your business regularly fields COI requests, establishing an efficient process saves time and prevents delays. Keep a current copy of your policies and declarations pages readily accessible. Maintain a list of your coverage types, limits, policy numbers, and carrier information so you can quickly relay this to your agent when a request comes in.

Create a standardized COI request form for your own use that captures all the information your agent needs: the requesting party's full legal name and mailing address, any specific coverage requirements, whether they need additional insured status, the project name or contract reference, and any deadline for delivering the COI. Having this information organized prevents back-and-forth communication that delays the process.

Review your COIs carefully before forwarding them. Verify that all information is accurate including your business name, coverage types, limits, and the certificate holder's information. An incorrect COI can delay projects and create confusion. Also verify that your policies are current and not approaching expiration, as a COI issued close to an expiration date may trigger follow-up requests for proof of renewal.

CPK Insurance makes COI management simple for our clients. We maintain your coverage information on file and can turn around COI requests the same day, often within the hour. Whether you need a standard COI or one with specific additional insured endorsements, our team handles the process efficiently so you can focus on your business.