To get a certificate of insurance (COI) in the USA, contact the insurance agent, broker, or insurer that wrote your policy and ask them to issue one. Give them the name and address of the party asking for proof, plus any requirements from your contract. Most certificates arrive within a few days and cost nothing. If you are the one who needs proof from a vendor, ask the vendor, and their insurer issues it to you.
Key Takeaways
- Only the insurer, agent, or broker behind the policy can issue a valid COI. You can’t generate your own.
- Policyholders request a COI from their insurer. Hiring businesses request one from the vendor.
- The party asking for proof is listed as the certificate holder.
- Certificates are free and usually take a few days, though some take a few weeks.
- The process is the same in every state, but insurance requirements can vary by state and industry.
How to Get a Certificate of Insurance for Your Own Business
If a client, landlord, venue, or general contractor has asked you for proof of coverage, follow these steps:
- Contact your insurance provider. Reach the agent, broker, or insurer that issued your policy by phone, email, or their online portal. Have your policy number and business name ready.
- Name the certificate holder. Give the legal name and mailing address of the party that asked for proof. It will be printed on the certificate.
- Share the requirements. Pass along what the contract asks for, such as the coverage types, minimum limits, additional insured status, or a waiver of subrogation. If your policy falls short, your agent can tell you what it would take to meet the requirements.
- Receive the certificate. Your insurer issues the COI, usually on an ACORD 25 for liability coverage. Many insurers let you download certificates from an online portal.
- Send it to the certificate holder. Email it, mail it, or have your agent send it directly. Keep a copy for your records.
You can’t fill out a certificate yourself, even with a blank ACORD form. Learn why in can I issue my own certificate of insurance.
How to Get a Certificate of Insurance From a Vendor
If you are hiring a contractor, vendor, or other third-party partner, you don’t contact their insurer yourself. You ask the vendor, and they get the certificate from their insurer. Make the request in writing and include:
- The coverage you require. For example, general liability, which covers third-party bodily injury and property damage, is the most common requirement for contractors.
- Your minimum limits and endorsements. Such as additional insured status or a waiver of subrogation.
- Your legal name and mailing address. These go in the certificate holder box.
- A deadline. Set it before the start date.
A written request also creates a paper trail if the vendor’s coverage is ever questioned. If the vendor’s coverage doesn’t meet your requirements, they can add coverage or you can choose a vendor who already meets them. For contractor-specific requirements, see certificate of insurance for contractors.
Sample COI Request Email
Copy and adapt this request for your vendors:
Subject: Certificate of insurance needed before [start date]
Hi [Vendor name],
Before work begins on [project or service], please have your insurance agent send us a current certificate of insurance showing:
General liability: $[amount] each occurrence and $[amount] aggregate
Workers’ compensation: statutory limits
Auto liability: $[amount] combined single limit
[Your company] listed as additional insured on general liability, with a waiver of subrogation
Certificate holder: [Your company legal name], [mailing address]
Please send it to [email] by [date]. Thank you.
Best Practices When Asking for a COI
- Ask as early as possible so the certificate arrives before work begins.
- Don’t let anyone start work until you have the certificate and it meets your requirements.
- Confirm the coverage with the producer listed on the certificate.
- Track expiration dates and request updated certificates before coverage lapses.
Who Is Involved in a Certificate of Insurance?
- The insured (policyholder). The business whose coverage the certificate proves.
- The insurer and producer. The insurance company that wrote the policy, and the agent or broker who issues the certificate.
- The certificate holder. The party that asked for proof, usually the hiring business, landlord, or event organizer. Not sure whether that’s you? See what to check if you’re not sure you’re the certificate holder.
Being the certificate holder gives you a copy of the certificate, not coverage under the policy. To be protected by the vendor’s policy, you need to be added as an additional insured by endorsement.
What Is Included on a Certificate of Insurance?
- The insured’s name and address
- The insurer, the producer, and NAIC numbers
- Policy types and policy numbers
- Effective and expiration dates
- Coverage limits
- Additional insured and waiver of subrogation indicators
- The certificate holder’s name and address
For the full list, see what must be included in a certificate of insurance, or walk through a certificate of liability insurance form example.
How Long Does It Take, and How Much Does It Cost?
Most insurers issue a certificate within a few business days, and online portals can be faster. Some requests take a few weeks, especially when the policy needs an endorsement added, so ask early. The certificate itself is free. You pay for the policy, not for proof of it. Adding an endorsement your client requires, such as additional insured status, can sometimes carry a fee. For more detail, read how much a COI costs in the USA.
Do COI Rules Differ by State?
The process for getting a certificate is the same across the USA. What can differ is what you are required to carry. For example, most states require employers to carry workers’ compensation, and licensing rules for contractors vary. Check the rules for every state where you or your vendors work.
Common Reasons You’ll Need a COI
- A client or general contractor requires proof before you start work
- A landlord requires it before you lease commercial space
- A venue or organizer requires it before an event. See how to get a COI for an event
- You are hiring vendors or subcontractors and need proof of their coverage
Collecting COIs From Many Vendors? Let illumend, from myCOI, Handle It
Requesting, checking, and chasing certificates from every vendor takes time, especially in spreadsheets. illumend sends requests to your third-party partners, collects their certificates, and Lumie, illumend’s AI, reads each certificate against your requirements. With the Core plan, Lumie also reviews endorsements and other insurance documents. Lumie flags what’s missing and tells your partners in clear terms what to fix.
See how certificate of insurance tracking works, or schedule a demo and we’ll show you how illumend fits your workflow.
Frequently Asked Questions
How do I generate a certificate of insurance?
Ask the agent, broker, or insurer that wrote your policy. Only they can generate a valid certificate, often through an online portal.
Can I get a certificate of insurance online?
Often, yes. Many insurers let policyholders download certificates from an online portal. Ask your agent if yours does.
How long does it take to get a COI?
Usually a few business days. Requests that need a policy change can take a few weeks.
Does a certificate of insurance cost money?
No. The certificate is free. You only pay for the insurance policy itself.
Who should be the certificate holder?
The party that asked for proof of coverage, such as the hiring business, landlord, or event organizer.
