Subcontractor COI checklist for GCs

A subcontractor COI checklist should cover the insured's name, coverage types, policy dates, limits, certificate holder, endorsements, agent details, and renewal follow-up. Review the certificate against the subcontract before clearing the crew to start.

A certificate of insurance (COI) summarizes insurance. It is one part of the review; the policy and endorsements determine coverage.

What to check on a subcontractor COI

1. Named insured. Match the legal business name to the subcontract. Ask about any different entity.
2. Coverage types. Compare general liability, workers' comp, auto, and any other required insurance with the contract.
3. Policy dates. Check that dates fit the planned work. Flag policies that expire during the job.
4. Limits. Compare each required limit, including per-occurrence and aggregate amounts where applicable.
5. Certificate holder. Check your company's name and address against the request.
6. Endorsements. Collect the forms required by the contract, including additional insured endorsements when applicable.
7. Issuing agent. Confirm questionable details directly with the agent using independently verified contact information.
8. Review record. Save the file, reviewer, decision, and next follow-up date.

Does certificate holder mean additional insured?

No. Listing your company as certificate holder does not create insurance coverage for it. The Texas Department of Insurance's certificate guidance explains that a certificate cannot add rights beyond the policy and endorsements.

For the distinction and what to request, read certificate holder vs. additional insured.

What insurance limits should you require?

Use the limits in the subcontract and the owner's requirements. The right amounts depend on the work and project. Have your insurance adviser resolve conflicting requirements before you send the request.

A generic sample certificate can show the format, but copying its limits may leave out something your job requires.

What if the COI fails a check?

Send a correction request that names the problem: “The insured name differs from our subcontract,” or “Please attach the required endorsement.” Keep the item pending until your reviewer resolves it.

Do not edit the certificate yourself. Ask the issuing agent for a corrected document. If the project needs an exception, record who approved it and why.

How often should you review it?

Review at onboarding, before work begins, and at renewal. Recheck when the scope, business, or project requirements change. Save earlier certificates alongside replacements so you can trace the work period.

Use the COI request email template to send the requirements and deadline together.

Related: Workers’ comp vs. general liability · COI request template · COI tracking software