How to track subcontractor certificates of insurance

Collecting a certificate of insurance (COI) from a sub before they start is the easy part. Keeping it current for as long as they work for you is where most general contractors slip. Policies renew at different times, subs are slow to send the new certificate, and nobody notices a lapse until there's a claim or an insurance audit.

This guide covers what to collect, what to check, how to track expiration dates, and how to get renewals in without chasing.

Why it matters

• Claims. If an uninsured sub's worker is hurt or a sub damages property, the claim can land on you and your policy.
• Insurance audits. At your policy audit, your insurer may ask for certificates for every sub you paid. If you can't show a sub was covered for the period you paid them, the insurer can treat that sub's cost as part of your own exposure and charge you additional premium.
• Contracts. Owners and lenders often require you to keep proof that every sub on the job is insured.

What to collect from every sub

• A signed subcontractor agreement. It sets the insurance requirements (types of coverage, minimum limits, additional insured, waiver of subrogation) and what happens if the sub doesn't comply. The certificate is proof the agreement is being met; the agreement is what gives you leverage.
• A certificate of insurance, usually the ACORD 25 form, issued by the sub's insurance agent with your company as the certificate holder.
• Endorsements your agreement requires, such as additional insured. Being listed as additional insured comes from an endorsement to the sub's policy; a checkbox on the certificate alone doesn't create that coverage, so ask for the endorsement itself if your agreement requires it.
• Workers' compensation coverage or a valid exemption. Rules vary by state. In some states, such as Florida, an exemption covers only the owner, so a sub with employees still needs coverage for them.
• The sub's insurance agent's contact details. You'll want them for renewals.

What to check on each certificate

Before you file a certificate, check:

• Named insured matches the company you hired and pay (same legal name).
• Certificate holder is your company, with the correct name and address.
• Policy types match what your agreement requires: general liability, auto, workers' comp, umbrella if required.
• Limits meet your minimums (for example, $1,000,000 each occurrence for general liability, if that's your requirement).
• Policy dates are current, and note each expiration date.
• Additional insured / waiver of subrogation boxes are marked if required, with the endorsement on file.

Keep in mind: a certificate is a snapshot on the day it was issued. The ACORD form itself says it's for information only and doesn't change the policy. It doesn't guarantee the policy stays active. If you're unsure what to require, ask your own insurance agent.

How to track expiration dates

The most common mistake is tracking one date per sub. A sub's general liability, auto and workers' comp policies often expire on different dates, and the one that lapses first is the one that matters.

For each sub, track:

Free template: our free COI tracking spreadsheet has these columns built in, works out the soonest expiration and status for you, and flags expired subs for “Hold payment”.

How to chase renewals without wasting your week

1. Start 30 days before expiration. That gives the sub and their agent time to send the renewal before the old policy ends.
2. Copy the sub's insurance agent. Contractors tell us the agent usually sends the renewed certificate faster than the sub does, because issuing certificates is part of the agent's job.
3. Follow up at 14 days and on the expiration date. Keep it short and specific: which policy, which date, what you need.
4. Make it easy to reply. Ask them to reply with the PDF or a clear photo, or give them a link to upload it.
5. Update the dates the day it arrives, and check it the same way as the first one.

A simple renewal email:

Subject: Updated certificate of insurance needed: [Sub company], expires [date]

Hi [Name], our records show your [general liability / workers' comp / auto] policy expires on [date]. Please send your renewed certificate before then, showing [Your company] as certificate holder [and additional insured], as required in our subcontractor agreement.

[Agent name], I've copied you in case it's easier for you to send it directly. Thanks!

What to do if a sub's coverage lapses

• Don't let them keep working uninsured without a decision. Talk to the sub and their agent the same day.
• Check your subcontractor agreement for what it allows: many agreements let you hold payment or stop work until a current certificate is provided. Follow what your agreement says.
• Flag it where you pay invoices, so a payment doesn't go out by accident.
• Keep a record of when coverage lapsed, when you asked, and when the renewal arrived. At audit time, that history shows which periods each sub was covered.

This guide is general information, not legal or insurance advice. Talk to your insurance agent and attorney about what to require from your subs.

Spreadsheet or software?

A spreadsheet works if you have a handful of subs and someone who opens it every week. It stops working when nobody has time to check it, send the requests and follow up.

COI Keeper does the tracking and chasing for you: forward the certificate your sub emailed you and the dates are read automatically, subs and their agents get reminders 30 days, 14 days and on the day a policy expires, with a link to upload the renewal, and lapsed subs are flagged “Hold payment”. It's free during the beta.

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