Guides / COI tracking
How to request a certificate of insurance from a subcontractor (free email templates)
Four copy-and-paste emails for getting the right COI the first time, chasing renewals before they lapse, and fixing certificates that come back wrong.
Most COI headaches start with a vague request. "Send us your insurance" gets you last year's certificate, the wrong certificate holder, or no additional-insured wording at all. A good request tells your sub, and more importantly their insurance agent, exactly what you need.
Who actually issues the certificate?
A certificate of insurance (in the US, usually an ACORD 25) is issued by the subcontractor's insurance agent or broker, not by the sub themselves. That's why the fastest route is usually: ask your sub to forward your requirements to their agent, or ask for the agent's email and copy them in. Agents issue certificates all day and are often quicker than the sub's office.
What to include in every request
- Certificate holder: your exact legal company name and mailing address.
- Coverages and minimum limits your contract requires (for example general liability, auto, workers' comp and employer's liability, umbrella).
- Additional insured wording, if your contract requires it, and a request for a copy of the endorsement, not just the certificate.
- Waiver of subrogation and primary and non-contributory, if required.
- Project name or address for the Description of Operations box, or "all jobs" if that's what your contract says.
- Where to send it and a clear due date (before the sub starts work).
Not sure what to check when it arrives? See what to check on a certificate of insurance.
Template 1: new subcontractor, before work starts
Subject: Certificate of insurance needed before [Project] starts Hi [Name], Before your crew starts on [Project, address] on [start date], we need a current certificate of insurance on file. Could you forward this to your insurance agent, or send me their email and I'll ask them directly? Certificate holder: [Your legal company name] [Mailing address] Coverage we need (minimums): - Commercial general liability: [$X each occurrence / $X aggregate] - Automobile liability: [$X combined single limit] - Workers' compensation: statutory, with employer's liability [$X] - Umbrella / excess: [$X], if applicable Please also include: - [Your company] as additional insured (ongoing and completed operations), with a copy of the endorsement - Waiver of subrogation in our favour [if required] - Primary and non-contributory wording [if required] - Description of operations: [Project name / "all jobs"] Please send it to [email] by [date]. Thanks! [Your name] [Company] · [Phone]
Template 2: renewal reminder, 30 days before expiry
Subject: Your [policy type] expires [date] - updated COI please Hi [Name], Our records show your [general liability / workers' comp] policy with [insurer] expires on [date]. Could you ask your agent to send us the renewed certificate once the policy renews? Same requirements as before: [Your company] as certificate holder and additional insured, [other requirements]. Please send it to [email] by [date] so there's no gap while you're on [Project]. Thanks, [Your name]
Sending this 30 days out, and again at 14 and 7 days, usually means the new certificate arrives before the old one lapses. Our free COI expiry checker shows which subs are inside that 30-day window.
Template 3: the certificate came back wrong
Subject: Corrections needed on your certificate of insurance Hi [Name / Agent name], Thanks for sending the certificate for [Sub company]. A few items don't match our requirements yet: - [e.g. Certificate holder should read "[exact legal name]"] - [e.g. General liability aggregate shows $1M; we require $2M] - [e.g. Additional insured box is not marked; please include the endorsement] Could you send a revised certificate by [date]? Happy to jump on a call if anything is unclear. Thanks, [Your name]
Template 4: expired, work on hold
Subject: Expired insurance - action needed before next site visit Hi [Name], Our records show your [policy type] expired on [date] and we don't have a renewed certificate on file. Under our subcontract, we need current coverage before your team returns to site. Please have your agent send the updated certificate to [email] as soon as possible. Let me know if it's already been renewed and I've missed it. Thanks, [Your name]
Whether you hold work or payment for an expired certificate depends on your subcontract and your own insurer's requirements, so agree that policy in advance and apply it consistently.
Keep a record of every request
Log the date you asked, who you asked, and when the certificate arrived. It helps at your own insurance audit and shows a consistent process. The free COI tracker template has columns for this, and the full process is in how to track subcontractor certificates of insurance.