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If you manage a building and someone hands you a certificate of insurance, you probably know you're supposed to do something with it, but maybe not exactly what. And if you're the one being asked to provide one, you might be wondering which form, which coverage, and how much. Either way, this guide covers both sides.
What Is a Building Certificate of Insurance?
A building certificate of insurance is the document that confirms a contractor, service provider, or third-party partner has active insurance coverage before they start work on your property. It's a one-page snapshot — not the full policy — and it's the standard way to verify that coverage is in place.
A building certificate of insurance (COI) is a one-page document issued by an insurer that confirms a contractor, third-party partner, or service provider has active insurance coverage. You’re getting a snapshot of the insurance policy without going through dense insurance documents.
On the document, you will find details like who is insured, what kind of coverage they carry, coverage limits, the dates the coverage is valid, and policy limits.
Most building COIs follow a standard format called the ACORD 25 form. Once you’ve seen one COI, it gets easier to recognize what you’re looking at.
What a building COI doesn't do: it can't be used to file a claim, it doesn't change the terms of the underlying policy, and it doesn't guarantee the coverage meets every requirement in your specific contract. It confirms a policy exists. Verifying that it's the right policy for your situation is the next step.
When Does a Building Require a Certificate of Insurance?
A building usually requires a certificate of insurance when someone needs access and work is about to begin. Here’s a practical way to spot such moments:
- Contractors doing renovation or repair work:
Whether it’s a quick fix or larger construction projects, general contractors bring tools, equipment, and activity that can impact the property. A COI for contractors confirms they have the right protection in place. - Movers accessing the building:
Movers bring a lot of activity, like furniture in transit, tight turns in hallways, and elevators working overtime. A certificate of insurance (COI) assures there’s protection in place if your building gets damaged. - Delivery crews handling large or high-value items:
Most deliveries pass by without much thought. But when something large or valuable is involved, you start thinking about what could go wrong. Having coverage in place takes the worry off your mind. - Maintenance and service partners:
Electricians, HVAC technicians, and cleaners keep things running day to day. When they’re on-site regularly, a COI makes it clear who’s accountable if something goes wrong. - Tenants bringing in third-party partners or subcontractors: When work is handled by someone who isn’t on the lease, a COI helps confirm they’re covered.
Who Provides the COI and Who Requests It?
If you manage or own the building, you’re the one who requests the COI. It’s simply part of coordinating access and making sure everything is in order before work begins.
The contractor or third-party partner doesn’t create the document themselves. Their insurance provider or broker generates the COI and sends it over, since this is a routine request and helps reduce risk.
Asking for a COI is just part of working with third-party partners, and most are used to providing one.
5 Minimum Coverage Requirements for a Building Certificate of Insurance
Knowing what a COI is gets you halfway there. Knowing what coverage to actually require is where most building managers get stuck — especially when vendors push back or submit certificates that technically show coverage but fall short of what your building actually needs.
While specific requirements vary by building type, jurisdiction, and the nature of the work being performed, these are the coverage types and minimums most commonly required for building access:
1. General Liability Insurance
The most critical coverage for any contractor or vendor working in your building. Standard minimums are $1,000,000 per occurrence and $2,000,000 general aggregate. High-risk work — major renovations, structural work, demolition — often requires higher limits. This coverage responds to third-party bodily injury and property damage claims, including damage to common areas, neighboring units, or building systems.
2. Workers' Compensation Insurance
Required in most states for any contractor with employees. There is no standard dollar minimum — workers' comp is governed by state law and typically provides statutory limits. If a worker is injured on your property and the contractor doesn't carry workers' comp, the building or unit owner can be pulled into the claim. Always require it, no exceptions.
3. Auto Liability Insurance
Applies to any vehicles used in connection with the work — delivery trucks, equipment transport, service vans. Standard minimum is $1,000,000 combined single limit. If a contractor's vehicle damages building property during loading or unloading, this is the coverage that responds.
4. Umbrella or Excess Liability Insurance
An additional layer of protection that activates once the underlying policy limits are exhausted. Many buildings require $1,000,000 to $2,000,000 in umbrella coverage on top of the general liability base. Smaller vendors often push back on this requirement because umbrella policies carry an additional cost — but from the building's perspective, a contractor with $1M in GL and no umbrella has limited total coverage available if a serious incident occurs.
5. Additional Insured Status
Not a coverage type, but a critical requirement. The building owner or property management company should be named as an additional insured on the contractor's general liability policy. This gives the building direct protection under the contractor's coverage — not just a certificate confirming coverage exists for the contractor. Without additional insured status, the building may have to rely on its own policy if a claim arises.
One note: your building's insurance carrier may have specific minimum requirements that override these general benchmarks. Always confirm with your insurer or property attorney before finalizing your COI requirements template.
What Happens If a COI Is Expired or Missing?
An expired or missing COI means there’s no clear confirmation that the active insurance coverage exists. The gap can make routine decisions feel less certain.
- Liability becomes harder to confirm
If damage or an injury occurs, there’s no simple way to point to current coverage. - Projects may pause
Many buildings hold off on access or work until valid insurance is verified. - Costs take longer to resolve
Without confirmed coverage, even small issues can involve more back-and-forth, and some expenses may take longer to sort out.
How Do You Spot a Fraudulent or Invalid COI?
Most COIs you receive will be perfectly valid, but some might be fraudulent or invalid. A quick review usually spots things like:
- Policy details that don’t quite match
Missing policy numbers, mismatched names, or small inconsistencies can signal fraudulent COIs. - Coverage dates that don’t line up
If the policy expires before the work is scheduled to finish, coverage may not be in place for the full duration of the project. - Information that can’t be verified
If needed, a call or email to the listed insurer or broker can confirm whether the policy is active. Most providers respond to these checks. - Certificates sent without a clear source
A COI should come from the partner’s insurance agent or broker. When documents are forwarded without context, you might be dealing with a fraudulent or invalid COI.
How to Request a Building Certificate of Insurance
Most contractors and vendors are used to this request and can turn a COI around quickly — often within a few hours — once they know exactly what you need. The process stalls when the request is vague or the requirements are unclear. Here's how to make it straightforward on both sides:
Step 1: Define Your Requirements Before You Ask
Know what coverage types you need, the minimum limits for each, and whether you require additional insured status, a waiver of subrogation, or both. If your building has a standard COI requirements template — and most professionally managed buildings do — have it ready to send with your request.
Step 2: Send Your Requirements To The Contractor or Vendor Directly
Don't wait for them to guess. Provide the specific coverage types, minimum limits, your building's legal name (exactly as it should appear on the certificate), and your contact information for the certificate holder section. Errors in legal names are one of the most common reasons a COI has to be reissued.
Step 3: The Vendor RTequests the COI From Their Broker or Insurer
This is the step that introduces the most lead time. Standard turnaround from a broker is typically a few hours to one business day for a routine COI. For requests that require policy endorsements — like adding additional insured status if it isn't already on the policy — allow two to three business days. Ask the vendor upfront how long it will take.
Step 4: Review the COI Before Granting Access
When the certificate arrives, check that all required coverage types are present, limits meet your minimums, the policy effective and expiration dates cover the full period of work, your organization is correctly listed as the certificate holder, and additional insured status is confirmed if required. Vague language in the description of operations — "primary coverage applies" without referencing your organization — does not meet the additional insured standard in most contracts.
Step 5: File the COI and Track the Expiration Date
COIs are valid for the term of the underlying policy — typically one year. Set a reminder to request a renewal before coverage lapses, not after. If the vendor's policy expires mid-project, work should pause until a current COI is on file.
How Do Building Owners Keep COI Compliance From Becoming a Full-Time Job?
COI management feels simple at first. Then you’re chasing third-party partners, tracking renewals manually, and catching issues at the last minute.
As partners add up, renewals get missed, certificates expire, and problems show up when work is ready to begin.
This is where you need the right support.
illumend, from myCOI, brings structure to COI tracking by handling the parts that eat up time day after day. The insurance compliance platform brings over 16 years of insurance compliance expertise into an AI-powered platform to track, verify, and manage COIs in real time.
Third-party partners don't need to create accounts or log in — one link gets them where they need to go. Lumie reads every certificate, flags gaps or expiring coverage in real time, and guides partners through exactly what needs to be updated and why — in clear language anyone can follow, no insurance background required.
You’re not digging through emails or catching issues at the last minute. You can just see what’s covered and what still needs attention.
Let Lumie handle the paperwork
Keeping every certificate current is a lot to ask of any team. illumend, from myCOI, reads each certificate and endorsement against your requirements, flags what’s missing, and follows up with your third-party partners for you. You’ll see who’s covered, and who isn’t, without chasing a single email.
Want to see it in your workflow? Schedule a demo and we’ll show you how illumend fits.
