Certificate of Insurance Email Templates

1. Request a COI from a new subcontractor or vendor

Send before the first day on site or the first service visit.

Subject: Certificate of insurance needed before [START DATE]: [YOUR COMPANY]

Hi [NAME],

Glad to have [SUB COMPANY] on [PROJECT / PROPERTY]. Before work starts on [START DATE], we need a current certificate of insurance on file.

Please have your insurance agent send a COI to [YOUR EMAIL] that shows:
- General liability: $[X] each occurrence / $[X] aggregate
- Auto liability: $[X] combined single limit
- Workers' compensation: statutory limits, plus employer's liability $[X]
- Umbrella or excess: $[X] (if required)
- [YOUR COMPANY] named as additional insured on general liability, on a primary and noncontributory basis
- Waiver of subrogation in favor of [YOUR COMPANY] on GL, auto, and workers' comp
- Certificate holder: [YOUR LEGAL NAME AND ADDRESS]

Please also ask them to attach the additional insured and waiver endorsements, not just check the boxes.

If it's easier, reply with your agent's name and email and I'll send the request to them directly.

Thanks,
[YOUR NAME]
[YOUR COMPANY] | [PHONE]

2. Request a COI directly from the sub's insurance agent

Usually the fastest route. Copy the sub so they know it's in motion.

Subject: COI request for [SUB COMPANY]: certificate holder [YOUR COMPANY]

Hi [AGENT NAME],

[SUB COMPANY] is working with us on [PROJECT / PROPERTY] starting [START DATE], and they gave us your name for their certificate of insurance. (I've copied them here.)

Could you issue a COI to:
[YOUR LEGAL NAME]
[ADDRESS]

Our requirements:
- General liability: $[X] each occurrence / $[X] aggregate
- Auto liability: $[X] combined single limit
- Workers' compensation: statutory, employer's liability $[X]
- Umbrella or excess: $[X] (if required)
- [YOUR COMPANY] as additional insured on GL (ongoing and completed operations), primary and noncontributory
- Waiver of subrogation in our favor on GL, auto, and workers' comp

Please include copies of the additional insured and waiver of subrogation endorsements. Send it to [YOUR EMAIL].

Thank you,
[YOUR NAME]
[YOUR COMPANY] | [PHONE]

3. Renewal reminder: policy expiring in 30 days

Send about 30 days before a policy's expiration date.

Subject: Your [POLICY TYPE] expires [EXPIRATION DATE]: updated COI needed

Hi [NAME],

Our records show [SUB COMPANY]'s [POLICY TYPE] policy expires on [EXPIRATION DATE]. To keep you cleared for work with us, please have your agent send an updated certificate once the policy renews.

Same requirements as before: [YOUR COMPANY] as additional insured, waiver of subrogation, and the limits in your agreement. Send it to [YOUR EMAIL].

If your agent has changed, just reply with their name and email and we'll take it from there.

Thanks,
[YOUR NAME]

4. Second reminder: 7 days to expiration

Short and direct. Copy the agent if you have their email.

Subject: Reminder: COI for [SUB COMPANY] expires in 7 days

Hi [NAME],

Quick follow-up: [SUB COMPANY]'s [POLICY TYPE] expires on [EXPIRATION DATE], and we don't have the renewed certificate yet.

Can you or your agent send it over by [DATE]? Without a current COI on file we may have to pause scheduling until it arrives.

Thanks,
[YOUR NAME]

5. Expired certificate: work on hold

Send the day after expiration if nothing has arrived.

Subject: Action needed: [SUB COMPANY]'s certificate of insurance has expired

Hi [NAME],

[SUB COMPANY]'s [POLICY TYPE] coverage on file with us expired on [EXPIRATION DATE], and we haven't received a renewed certificate.

Per our agreement, we can't schedule new work [or release payment] until a current COI is on file. Please have your agent send it to [YOUR EMAIL] as soon as possible.

If the policy was renewed, this is usually a five-minute request for your agent. If coverage has lapsed, please let us know right away.

Thanks,
[YOUR NAME]

6. Certificate received but doesn't meet requirements

List each gap specifically so the agent can fix it in one pass.

Subject: Corrections needed on [SUB COMPANY]'s certificate of insurance

Hi [NAME / AGENT NAME],

Thanks for sending the certificate for [SUB COMPANY]. We reviewed it and need a few corrections before we can approve it:

- [e.g. General liability each occurrence shows $500,000; our requirement is $1,000,000]
- [e.g. Additional insured box is checked, but no endorsement was attached]
- [e.g. Waiver of subrogation is not shown for workers' comp]
- [e.g. Certificate holder should read: YOUR LEGAL NAME AND ADDRESS]

Could you send a revised certificate, with the endorsement pages, to [YOUR EMAIL]?

Thank you,
[YOUR NAME]

7. Ask for the additional insured endorsement itself

When the COI says additional insured but you want proof in the policy.

Subject: Additional insured endorsement for [SUB COMPANY]

Hi [AGENT NAME],

The certificate you issued for [SUB COMPANY] shows [YOUR COMPANY] as additional insured. Our agreement also requires a copy of the endorsement that grants that status (for example a CG 20 10 and CG 20 37, or a blanket additional insured endorsement), along with the waiver of subrogation endorsement.

Could you email copies of both to [YOUR EMAIL]?

Thanks,
[YOUR NAME]

8. New project: updated certificate needed

For a sub already on file who's starting a new job with different requirements.

Subject: Updated COI for new project: [PROJECT NAME]

Hi [NAME],

Thanks for taking on [PROJECT NAME] at [PROJECT ADDRESS], starting [START DATE]. This job requires an updated certificate that also lists [OWNER / PROPERTY ENTITY / LENDER] as additional insured, in addition to [YOUR COMPANY].

Please have your agent send the updated COI, with endorsements, to [YOUR EMAIL] before [START DATE].

Thanks,
[YOUR NAME]

9. Final notice before removal from the approved list

Last step. Keep it factual and professional.

Subject: Final notice: certificate of insurance for [SUB COMPANY]

Hi [NAME],

We've reached out on [DATES] about a current certificate of insurance for [SUB COMPANY] and haven't received one.

If we don't have a compliant COI by [DATE], we'll need to remove [SUB COMPANY] from our approved list and won't be able to schedule or pay for new work until it's on file.

We'd much rather keep working together. If something is holding this up, reply and let us know.

Thanks,
[YOUR NAME]

Rather not send any of these yourself?

SubCover HQ sends every request, reminder, and correction for you, reads each certificate that comes back, and flags gaps before a sub is on site. $99/month, or $990/year.