COI request email template for subcontractors

A useful COI request email tells the subcontractor what to send, where to send it, and when it is due. Include the insurance requirements from your contract so their agent can issue the right documents.

Replace the bracketed fields below before sending. COI means certificate of insurance.

Initial COI request email

Subject: COI needed for [project] by [date]

Hi [name],

Please send a current certificate of insurance for [subcontractor legal name] and the endorsements listed in the attached insurance requirements.

Certificate holder: [GC legal name and address].
Project: [name and address].
Planned work dates: [start–finish].

Upload the documents here by [date]: [upload link]. Your insurance agent can use the same link. No account is required.

If anything is unclear, contact [reviewer and contact details]. Please let us know if the documents will be late.

Thanks,
[name]

What to attach

Attach the insurance requirements from the subcontract, including coverage types, limits, and endorsements. Include the owner's requirements if they apply. Confirm those details with your insurance adviser before requesting changes to a policy.

Listing your company as certificate holder is separate from requesting additional insured status. Be explicit about the endorsement you need.

Follow-up email for a missing COI

Subject: Reminder: [project] insurance documents due [date]

Hi [name], we still need [missing documents] for [project]. Please upload them at [link] by [date], or send this request to your agent. Let [reviewer] know if you need help resolving the request.

Check the vendor record before following up. If the sub already sent a file, ask for the specific correction instead of repeating the original request.

Renewal request email

Subject: Updated COI needed before [policy expiration]

Hi [name], our record shows [policy type] expires on [date]. Please ask your agent to upload the renewal certificate and required endorsements at [link] before that date. Let us know if coverage or the insured business has changed.

Send the reminder early enough to resolve missing details. If the renewal is not available yet, agree on a follow-up date and assign someone to check it.

Review the response

Use a subcontractor COI checklist to compare the submission with the contract. Save the document and review decision, then track the next renewal.

Send The Proof gives each vendor a no-login upload link and keeps document follow-up with the vendor record. Create your link in the app before sending this template.

Related: COI tracking · No-login uploads · COI checklist