How to request a certificate of insurance from a vendor

Include these details in every request

Most wrong certificates come from vague requests. Spell out:

• The certificate holder: your company's legal name and mailing address, exactly as it should appear.
• The coverages and minimum limits your contract with the vendor requires, for example general liability, auto, and workers' comp.
• Additional insured status, if your contract requires it, and whether you also want the endorsement page.
• Where to send it, ideally one shared address so certificates don't end up in someone's personal inbox.

Ask the vendor to forward the request to their insurance agent. Agents issue certificates every day and usually turn them around within a day or two; the vendor's office often can't edit one themselves.

Template 1: first request

Send this before the vendor starts work, or when you start tracking an existing vendor.

Hi [Name],

Before [your work / the next job] at [property or project], we need a current certificate of insurance on file.

Could you ask your insurance agent to send one showing:
- Certificate holder: [Your Company legal name], [mailing address]
- [General liability: $X per occurrence / $Y aggregate]
- [Auto liability: $X combined single limit]
- [Workers' compensation: statutory limits]
- [Your Company] named as additional insured on the general liability policy [if your contract requires it]

Please send it to [certificates@yourcompany.com].

Thanks,
[Your name]

Template 2: the certificate is missing something

Name the exact gap so the agent can fix it in one pass.

Hi [Name],

Thanks for sending your certificate. It's missing [what's missing, e.g. "the additional insured box on the general liability policy" / "workers' compensation coverage" / "our company as certificate holder"].

Could you ask your agent for a corrected certificate showing [what it needs to show]? Please send it to [certificates@yourcompany.com].

Thanks,
[Your name]

Template 3: a policy is about to expire

Send it about 30 days before the expiration date on the certificate, then again a week before if nothing arrives.

Hi [Name],

Our records show your [general liability] policy expires on [date]. Once it renews, could you ask your agent to send an updated certificate to [certificates@yourcompany.com]?

Same certificate holder and requirements as before.

Thanks,
[Your name]

When a certificate arrives

1. Check the certificate holder name and address match what you asked for.
2. Check each required coverage is listed, with limits at or above your minimums.
3. Check the ADDL INSD column if you need additional insured status. Our additional insured guide explains what to look for.
4. Note every policy's expiration date, not just the earliest one, so you know when to send template 3.

You can check the first three in seconds with the free certificate checker, and track dates in our free COI tracking spreadsheet. COI Relay sends these three emails for you automatically, from your company name with replies going to you.

This guide explains what certificates show. It isn't insurance or legal advice; ask your broker or attorney what to require.