Guides / COI basics

How to Track Subcontractor COIs (With a Free Checklist)

By SubCover HQ · Updated Oct 27, 2026 · 4 min read

Most small contractors track COIs the same way: a folder of PDFs, a spreadsheet that's mostly up to date, and someone in the office who remembers to chase renewals when they have time. That works until a sub's policy lapses mid-job and a claim lands on your policy instead.

Here's a simple, reliable system you can run yourself, plus a free subcontractor COI requirements checklist.

Step 1: Write down your requirements once

You can't check a certificate against requirements nobody wrote down. Create one standard requirements sheet (with your broker's input) covering:

• Required coverage types: general liability, auto, workers' comp and employers' liability, umbrella, and any trade-specific coverage such as professional or pollution.
• Minimum limits for each (see common limits).
• Additional insured requirements (who, and which endorsements, including completed operations).
• Waiver of subrogation and primary and noncontributory requirements.
• Exact certificate holder name and address.
• Minimum insurer rating, if you require one.

Put the same requirements in your subcontract so the two match. Higher-risk trades like roofing, demolition, and crane work may need a stricter tier.

Step 2: Collect before anyone starts work

Make "COI approved" a condition of starting work and of getting paid. Send each new sub your requirements sheet and ask their insurance agent, not the sub, to issue the certificate. Agents produce certificates daily and get them right more often. Ask for the endorsements at the same time.

Step 3: Review every certificate against your sheet

Use the same checklist every time:

1. Insured name matches the contract entity.
2. Certificate holder is correct.
3. Every required coverage is present.
4. Every limit meets the minimum.
5. Dates are current and cover the job duration.
6. ADDL INSD and SUBR WVD are marked where required, with endorsements on file.
7. Workers' comp is in place or a valid exemption is documented.

Record the result: approved, or deficient with the specific gap. "Deficient: GL aggregate $1M, need $2M" is much easier to fix than "COI wrong."

Step 4: Track every expiration date separately

This is where most systems fail. One sub can have four policies expiring on four different dates. Track each policy's expiration, not just one date per sub. A spreadsheet works if it has at minimum:

Step 5: Chase renewals before they lapse

Set a schedule and stick to it:

• 30 days before expiration: email the agent requesting the renewal certificate.
• 14 days before: follow up with the agent and copy the sub.
• 7 days before: call. Let the sub know work or payment may be paused.
• On expiration: mark expired and notify your project manager or property manager.

Most renewals come in after the first or second reminder. The problem is that the reminders never get sent when the office is busy.

Step 6: Enforce it

The system only works if a missing or expired COI has consequences: no site access, no new work orders, payment held per your contract terms. Tell subs about this up front. Most are happy to comply when the rule is applied consistently.

Step 7: Audit monthly

Once a month, filter for anything expired, deficient, or expiring in the next 30 days, and compare against who is actually working on your jobs. Ten minutes a month catches most of what slips through.

Free checklist

We put the requirements and review steps above into a one-page Subcontractor COI Requirements Checklist you can print or download and send to every new sub.

Or hand the whole thing off

If you'd rather not run this system yourself, SubCover HQ does every step for you: we request COIs from your subs' agents, review each one against your requirements, track every policy date, and chase renewals until a compliant certificate is on file, for a flat $99/month.

Frequently asked questions

Spreadsheet, software, or service?

A spreadsheet works for a handful of subs if one person owns it and reviews it weekly. Software helps organize documents but still needs someone to read certificates and send follow-ups. A done-for-you service takes over the reading and chasing. The right choice depends on how many subs you have and how much office time you can spare.

Should I accept COIs directly from the sub?

You can, but certificates from the agent are more reliable. They're less likely to be outdated or altered, and the agent can answer questions about endorsements. If a certificate looks off, verify it with the producer listed on the form.

How long should I keep old certificates?

Keep them long after the job ends. Claims, especially construction defect and completed operations claims, can surface years later, and you'll want proof of what coverage was in place at the time. Ask your attorney how long to keep them in your state.

What about subs with no employees?

Many states allow sole proprietors without employees to skip workers' comp, sometimes with a formal exemption certificate. Document it, and check whether your own insurer will charge you premium at audit for uninsured subs. Some will.

Key takeaways

The goal of a COI system isn't a perfect filing cabinet. It's making sure nobody works on your job without the coverage your contract requires. Written requirements, certificates from agents, per-policy expiration tracking, a fixed chase schedule, and real consequences will get you most of the way there.

General information only, not insurance or legal advice.