Certificate of Insurance: Read the Evidence Carefully

A certificate of insurance summarizes information about policies; it does not by itself amend the underlying coverage or create rights that the policy does not provide. This is the central distinction when a client asks a contractor for a COI. Read the actual policy and endorsements when the contract requires specific protection. An insurance regulator’s certificate guidance is useful for understanding the document, while local law and the particular insurance contract determine the applicable requirements.

Match the named insured with the legal entity signing the work contract. Check the insurer, producer contact, policy periods, coverage categories and stated limits. A similar trading name is not enough if a different entity will perform the work. For a hypothetical project starting after policy expiration, an old certificate is not evidence of renewed coverage. Record the date the certificate was received and request updated documentation through the known broker or producer contact.

Create a short checklist linking each contract requirement to the document that supports it. Additional-insured status, waiver of subrogation or a particular coverage form may need endorsement evidence beyond the certificate. Ask a qualified insurance professional to explain limits, exclusions and any mismatch rather than editing certificate wording yourself. A statement in a description box is not a reliable substitute for a policy provision. Keep unresolved items visible before allowing the work to start.

Keep the certificate, relevant endorsements, contract and verification correspondence together. Assign someone to request renewals for projects that continue across policy periods. If an incident occurs, notify the appropriate parties under the actual policy and contract instructions instead of assuming the certificate holder will automatically receive every notice. Verify suspicious certificates independently, particularly if contact details changed unexpectedly. A tidy COI folder supports risk review, but it is not proof that every future claim will be covered.

Give each unresolved coverage question an owner and a response date. A received certificate can be logged as received while endorsements remain under review. Keep those statuses separate so a filing assistant does not accidentally approve a project just by saving an attachment.