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Certificates of Insurance for HOA and Condo Association Vendors

By SubCover HQ · Updated Nov 3, 2026 · 2 min read

Homeowners and condo associations hire a steady stream of vendors: landscapers, pool companies, roofers, painters, snow removal, gate and elevator service, and more. Each one works on property the association is responsible for. A current certificate of insurance from every vendor is one of the simplest protections a board and its manager have.

Who to name on the certificate

Associations often have two or three parties that should appear:

• The association's exact legal name, such as "Oak Ridge Homeowners Association, Inc.", as it appears in its governing documents and master policy.
• The management company, if one manages the community.
• Sometimes the board of directors, if your attorney or master policy requires it.

Commonly the association is the certificate holder, with the association and management company named as additional insureds on general liability. Follow your management agreement and governing documents. Our additional insured vs. certificate holder guide explains the difference.

Coverages typically requested

• General liability with additional insured status for the association and manager.
• Commercial auto for vendors who drive or park on community property.
• Workers' compensation, or a documented state-allowed exemption, since an injured uninsured worker may look to the association.
• Umbrella for higher-risk work like roofing, tree work, and anything at height.
• Trade-specific coverage where it fits, such as pollution coverage for pool chemicals or pesticide application. See our COI requirements by trade.

Ask the association's insurance agent which limits fit the community, and write them into every vendor agreement.

Common HOA trouble spots

• Small vendors a board member recommended who never sent a certificate.
• Vendors hired by individual owners for work on common elements. Many associations require owners' contractors to provide certificates before working on anything the association maintains.
• Seasonal vendors, like snow removal, whose policies expire between seasons.
• Old names, when the management company changed but certificates still name the previous one.

Keeping it current

Track each policy's expiration date separately, request renewals before they lapse, and make an approved certificate a condition of any work order. Our property manager vendor COI guide and vendor requirements by property type go deeper.

Key takeaways

Name the association correctly, require the same core coverages from every vendor, and track renewals so nobody works on common property uninsured. SubCover HQ collects, reviews, and chases vendor certificates for managers and associations for $99/month.

Frequently asked questions

Should the HOA or the management company be the certificate holder?

Commonly the association is the certificate holder, with both the association and the management company named as additional insureds. Follow your management agreement.

What insurance should HOA vendors carry?

Typically general liability, commercial auto, and workers' compensation, plus umbrella for higher-risk work and trade-specific coverage where it fits.

Do contractors hired by individual owners need to send the HOA a COI?

Many associations require it for any work touching common elements. Check your governing documents and rules.

How often should an HOA update vendor certificates?

At every policy renewal. Track each policy's expiration date separately and request the new certificate before it lapses.

This guide is general information, not insurance or legal advice. Your association's attorney and insurance professional determine what you should require.