Tracking certificates of insurance from subcontractors

Check the details

• Coverage types and limits required by your contract.
• Additional insured status where required.
• Policy dates.
• Workers' comp.

Endorsements matter

A certificate alone may not prove additional insured status. Ask for the endorsement when required.

Track expirations

Use a spreadsheet or software that alerts you before policies expire.

Request renewals early

Ask for updated certificates before expiration, not after.

Tie to payments

Hold payments when certificates are expired, as allowed by your subcontract.

Owner requirements

Owners and GCs above you require the same from you. Keep your own certificates current.

Work with your agent

Your insurance agent can review requirements and certificates.

Insurance audits

Missing COIs can lead to higher premiums at audit, because uninsured subs may be charged to your policy.

Common mistakes

Accepting a certificate without reading it, never checking expirations and letting subs start "just for today."

An example

A tracking sheet flags that a roofing sub's general liability expires in 10 days. The office requests the renewal, receives it before expiration and avoids holding up the next payment or the schedule.

Where to start

List every active subcontractor with policy types, limits and expiration dates in one sheet. Set reminders 30 days before each expiration and assign one person in the office to own the process.

Frequently asked questions

Is a certificate of insurance enough to prove additional insured status?

Not always. When your contract requires additional insured status, ask for the endorsement itself, not just the certificate.