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What Must Be Included in a Certificate Of Insurance?
COIs can be tricky to read. That single page packed with policy numbers, coverage types, and insurance jargon can feel like trying to read a legal document in a foreign language. The good news? Verifying a COI doesn't require an insurance degree. You just need a clear understanding of what should be there.
Whether you're managing contractors on a construction project or hiring your first vendor as a small business owner, knowing what must be included in a certificate of insurance takes the guesswork out of compliance.
What Information Is Needed for a Certificate of Insurance?
To understand what must be included in a certificate of insurance, it helps to know that every legitimate certificate of insurance follows a standard format. At a minimum, it must clearly identify the insured business, the insurance company issuing the coverage, and the active insurance policy behind it.
A valid COI should summarize key insurance coverage details, including liability insurance, workers compensation coverage, and any property insurance in force. It should also note whether an additional insured is listed, along with relevant policy limits and effective dates. While the COI does not replace the full insurance policy, it provides a clear snapshot of coverage types—such as general liability and workers compensation—so third parties can verify protection is in place.
Key Information on a COI: Checklist
- Named insured: The legal name of the business or individual covered by the insurance policy.
- Insurance company: The carrier providing the insurance coverage, including the NAIC number when available.
- Policy numbers: Unique identifiers for each listed insurance policy.
- Coverage types: Policies included on the COI, such as general liability insurance, workers compensation coverage, auto liability, or property insurance.
- Coverage limits: The maximum amounts the insurance company will pay per claim and in aggregate.
- Policy effective dates: Start and expiration dates confirming the insurance coverage is currently active.
- Certificate holder: The individual or organization requesting proof of insurance, listed with correct name and address.
- Additional insured status: Whether an additional insured endorsement applies (note that this may require a separate endorsement beyond the COI).
- Description of operations: Any notes explaining how coverage applies to a specific project, contract, or location.
- Authorized representative: Signature or verification from the insurance agent or broker issuing the certificate of insurance.
What Type of Information Is Not Included in a Certificate of Insurance?
A COI is a summary document, not the actual insurance policy itself. It confirms coverage exists but doesn't detail every exclusion or special provision.
Contractors might have professional liability, cyber coverage, or property insurance that doesn't appear on a standard COI form. If your project involves professional services like engineering or design, you might need additional confirmation beyond what the certificate shows.
Who Is the Named Insured and Insurance Provider?
The named insured is the business or individual covered by the insurance policy. This is typically the vendor or contractor you're hiring. This name should match exactly what's on their business documentation.
The insurance provider is the company backing the policy. You'll see names like Hartford, Travelers, or other recognized insurance agents and carriers.
What Coverage Types Are Included?
A COI lists multiple coverage types, but not all apply to every situation. The four most common are general liability insurance, workers' compensation coverage, auto liability, and umbrella or excess liability coverage.
General liability protects against third-party bodily injury and property damage claims. Workers compensation covers the vendor's employees if they're injured while working. Auto liability matters when work involves company vehicles, while umbrella policies provide extra protection above base coverage limits.
Which of the Following Must Be Listed on Your Certificate of Insurance?
Beyond identifying who's insured and what's covered, a COI must include specific policy details that prove coverage is active and sufficient.
What Are the Policy Numbers and Effective Dates?
Each coverage type needs its own policy number; this is how the insurance provider tracks the actual insurance policy. The effective dates show when coverage starts and ends. If you're hiring a contractor for a six-month job but their general liability insurance expires in two months, you'll need updated documentation before that deadline.
What Coverage Limits Are Required?
Coverage limits specify the maximum amount an insurer will pay for a covered claim. For general liability, common minimums are $1 million per occurrence and $2 million aggregate. Workers' compensation typically shows state-mandated limits, while auto liability often requires at least $1 million combined single limit.
Here's what trips people up: the required coverage amounts depend entirely on your contract requirements, not universal standards. If your contract specifies $2 million in liability insurance but the COI shows $1 million, that's a compliance gap.
Who Needs to Be Listed as the Certificate Holder?
The certificate holder is you, the party requesting the COI. Your business name and address should appear in this section, spelled exactly as they appear in your contract. Read our blog for a more indepth explaination of how to check the certificate holder on a COI here.
Why does this matter? The certificate holder receives notifications if the policy is cancelled or significantly changed. Without your correct information here, you won't get that heads-up.
What Is Additional Insured Status?
Being listed as the certificate holder means you get notifications. Being listed as an additional insured means you're actually covered under the other party’s policy if you're named in a lawsuit related to their work.
Additional insured status typically applies to general liability and sometimes auto liability policies. Suppose a small business owner hires a contractor who causes property damage, and the property owner sues both parties. In that case, additional insured status means the contractor's insurance defends both rather than leaving the business owner to handle their own legal costs.
When Is a Waiver of Subrogation Needed?
A waiver of subrogation prevents the vendor's insurance company from pursuing you for reimbursement if they pay a claim related to your project. Without this waiver, the insurer can sue you to recover what they paid out.
These waivers typically apply to workers' compensation and general liability policies. The COI might note "Waiver of Subrogation in favor of certificate holder" or reference a specific endorsement. If your contract requires this but the COI doesn’t show it, you need clarification before work begins.
How illumend Makes Verifying COI Requirements Effortless
Checking every detail across multiple vendors gets overwhelming fast. illumend, powered by myCOI, empowers you to request, track, and verify insurance certificates without portals or back-and-forth emails. Send one-click vendor invites, and the platform automatically checks incoming certificates against your requirements. This includes policy limits, effective dates, and the employer's liability coverage.
Lumie™, illumend's built-in AI guide, translates insurance complexity into plain language. For construction teams, illumend integrates directly with Procore. Visit illumend to see how the platform transforms insurance verification into a straightforward checklist. Schedule a demo today!
