How to Request a COI the Right Way: A Straightforward Guide for Contractors

Why Knowing How to Request COI Matters

If you’ve ever had a project stall because someone needed a Certificate of Insurance and you weren’t ready, you know how frustrating it can be. Knowing how to request COI the right way can save you hours of back-and-forth, help you avoid payment delays, and keep your jobsite moving.

A COI isn’t just a form, it’s proof that your insurance is active and meets the terms of a contract. Whether a general contractor needs it from you, or your client’s asking before you start work, getting it done correctly (and quickly) matters.

In this article, we’ll walk through exactly how to request COI without the usual headaches. Whether you're doing this for the first time or just want a smoother process, we’ve got you covered.

What Is a COI and When Do You Need One?

A Certificate of Insurance, better known as a COI, is a one-page snapshot of your insurance coverage. It shows who’s insured, what policies are in place, the coverage limits, and when that coverage starts and ends. It’s not the full policy, but for most jobs, it’s all your client or general contractor needs to confirm you’re covered.

So when do you actually need one?

If you’re a subcontractor, chances are you’ll be asked for a COI before you’re allowed to start work. If you’re the general contractor, you might need to collect them from every sub on your job to keep your own policy in good standing. Cities and counties might even request one before issuing a permit, especially for jobs involving public property.

Sometimes, a COI is just a formality. Other times, it’s the difference between starting work on time or getting held up while insurance paperwork gets sorted. Either way, knowing how to request COI before someone has to ask can help you stay ahead.

How to Request COI From Your Insurance Provider

Knowing how to request COI the right way can save you serious time, especially when project deadlines are tight and contracts are already signed. The process is simple, but only if you’re clear on what your insurance provider needs from you.

Start by gathering the right info. Your agent will need the name and address of the certificate holder (usually your client or the GC), details about the job, and any specific language or endorsements the contract requires. If the contract says the COI needs to include an additional insured or waiver of subrogation, don’t leave that out, it’ll slow things down and possibly get your request denied.

Once you have those details, reach out to your broker or insurance company. Many now have online portals where you can submit a request in a few clicks. If not, a quick email or phone call will do, but be ready with the information up front.

And don’t wait until the day it’s due. Depending on the complexity of the job or the endorsements needed, it can take a day or two, sometimes longer, especially if underwriters need to review changes.

The more organized you are when you request a COI, the faster it’ll get done, and the more reliable you’ll look to the people hiring you.

Key Details to Double-Check on Every COI

Once your Certificate of Insurance is in hand, don’t just forward it and move on. A single wrong detail can hold up payment, delay your project, or even violate the terms of your contract. This is where knowing how to request COI the right way isn’t enough, you also need to know what to review.

Start with the basics. Make sure your business name is listed exactly as it appears in your contract. Typos or mismatches can raise red flags.

Next, look at the certificate holder section. That’s the person or company requesting proof of insurance. Their name and address need to be accurate. If it's off by even a little, it might be rejected.

Then review the policy types and coverage limits. Are the dates current? Do the coverage amounts meet the contract requirements? If there’s supposed to be general liability, auto, or workers comp listed, make sure it’s all there.

If the contract asked for specific endorsements, like additional insured or waiver of subrogation, they won’t always be spelled out on the COI itself. In those cases, you should also get copies of the endorsement pages attached.

Getting this part right helps prevent the back-and-forth that slows everything down. It also shows clients and GCs that you take the paperwork as seriously as the work itself.

What to Do If Someone Asks You for a COI

Sooner or later, you’ll be the one on the receiving end of a COI request. Knowing how to request COI for yourself is one thing, being ready to send one when a client or GC asks for it is just as important.

First, don’t wait until they follow up twice. If someone asks you for a COI, treat it like a time-sensitive deliverable. Respond quickly, ask what specific details they need, and confirm whether any endorsements are required. That alone sets you apart as someone who’s on top of things.

Next, contact your insurance agent with all the info you’ve collected. If the client sent over contract language or special wording they expect to see, forward that, too. The more clarity you give up front, the faster they can generate a COI that meets the mark.

Before sending the final document, give it a quick once-over. Make sure the certificate holder's name is accurate, your coverage dates are current, and any special requirements are included. If you’ve already read the earlier sections on how to request COI, you’ll know exactly what to check.

And if you ever have a client push back or say your COI isn’t acceptable, don’t panic. Ask for clear instructions on what’s missing and go back to your broker for help. Most of the time, it’s a fixable detail.

Making COIs a Smooth Part of Doing Business

Getting a COI shouldn't be a last-minute scramble or a source of stress. Once you understand how to request COI the right way, and what to look for when it's delivered, it becomes just another part of running a smooth operation. Whether you're working solo or managing a full crew, being proactive with your paperwork builds trust, speeds up approvals, and keeps projects on track. If your work involves high-risk sites like digging, grading, or trenching, check out what goes into specialized coverage like Excavation Contractor Insurance. The right policy, backed by a reliable COI, helps you show up ready, and stay ready.