How to verify subcontractor workers’ comp

To verify subcontractor workers’ comp insurance, match the insured business to your subcontract, check the policy dates, and confirm coverage through the appropriate source. Saving a certificate of insurance (COI) is the start of that review.

Gather the details before searching

• Legal business name and business address.
• Policy number and issuing insurer.
• Policy effective and expiration dates.
• Project location and planned work dates.
• Agent contact details.

A trade name may differ from the legal employer. Ask the sub to explain the difference instead of choosing the closest search result.

Use the state’s verification route

Start with the Department of Labor’s state workers’ comp directory. Each state has its own process. In Texas, TDI lists separate verification routes for insured employers and certified self-insurers.

If a search does not produce a match, check the spelling, entity, and dates. An empty result needs follow-up; it is not enough to decide the business is uninsured.

Resolve differences with the source

Contact the agent or insurer through independently verified contact details. Ask about the exact employer and work period. For out-of-state work, ask your insurance adviser whether the coverage fits the project location.

Please confirm workers’ compensation coverage for [legal business] during [work dates] at [project location]. Our record shows [policy number]. Please explain [specific mismatch] and provide corrected evidence if needed.

Save the review, then track the renewal

1. Save the certificate and verification result.
2. Record who checked it and when.
3. Keep unresolved questions open for the reviewer.
4. Set follow-up before the policy expires.

Send The Proof organizes submitted documents and reminders. Your team performs the coverage check and decides whether the submission meets the project’s requirements.

Related: Subcontractor workers’ comp exemptions · Workers’ comp audit: subcontractor COI records · No-login vendor uploads