Certificate of insurance tracking for contractors

Track the document, not just the date

A certificate of insurance can include the named insured, policy dates, limits, carriers, certificate holder, and notes about additional insured or waiver-of-subrogation requests. What a GC needs depends on the project and contract.

Use a renewal rhythm

Track the expiration date and start the renewal conversation 30 days out. Follow up at 14 and 7 days. If the date passes, mark the document expired and request an updated certificate rather than silently sharing an old copy.

Know the limits of a COI

A certificate is evidence of insurance information at a point in time; it does not rewrite the policy or guarantee that every coverage requirement is met. Ask the GC for exact requirements and ask your insurance agent for the correct certificate and endorsements.

Keep the packet useful

• Include the current COI when it is appropriate to share broadly.
• Keep old or expired files out of download access.
• Record a request when a GC needs a new certificate or specific endorsement.
• Do not use SubPacket as a substitute for an insurance professional’s review.