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What to Do When a Subcontractor Won't Send a Certificate of Insurance

By SubCover HQ · Updated Nov 1, 2026 · 4 min read

Almost every contractor and property manager has a list of subs who "will get to it." The certificate never shows up, the job starts anyway, and the gap only matters on the day something goes wrong. Here's how to get certificates from the people who keep stalling, without burning the relationship.

First, figure out why it's missing

Most missing certificates aren't defiance. They usually come down to one of these:

• The request went to the wrong person. The sub's owner is on a roof. The person who can issue a certificate is their insurance agent or broker.
• The sub doesn't know what you need. A vague "send your insurance" gets you an old certificate with the wrong holder and no endorsements.
• The coverage doesn't meet your requirements. Some subs go quiet because their limits are too low, a policy lapsed, or they don't carry workers' comp. Silence can be a warning sign.
• It isn't anyone's priority. Without a deadline or consequence, it slides to next week, every week.

Go straight to the agent

Ask the sub for their agent's name and email once, then send your request to the agent with the sub copied. Agents issue certificates every day, usually within a day or two, and a certificate that comes from the agent is far less likely to be outdated or altered. Include your exact legal name for the certificate holder, the coverages and limits you require, and any endorsements (additional insured, waiver of subrogation, primary and noncontributory). Our free COI request letter generator builds that email for you.

Use a fixed follow-up schedule

Consistency beats intensity. A schedule like this works for most teams:

• Day 0: Request to the agent, sub copied, with a clear due date tied to the start date.
• Day 3: Short, friendly reminder to the agent and the sub.
• Day 7: Reminder plus a phone call to the agent's office. Calls often clear what emails don't.
• Day 10: Escalate to the sub's owner and your project manager or property manager, and state the consequence plainly.
• Start date: No certificate, no start. Hold to it.

Attach real consequences

Requests without consequences are suggestions. The levers you already have:

• No COI, no start. Make an approved certificate a condition of being scheduled or getting a work order, and say so before they're booked.
• Hold payment. Many subcontracts let you withhold payment until insurance requirements are met. Check yours, and add that language if it's missing.
• Remove from the approved list. For vendors who repeatedly stall, take them off the approved list until their file is complete.

Put these rules in writing in the subcontract or vendor agreement so it's a business policy, not a personal fight. Our insurance requirements generator drafts the exhibit.

What to say (and not say)

Keep it short, specific, and impersonal: what's needed, by when, and what happens otherwise. For example: "Hi Dana, we still need a certificate showing [Company LLC] as additional insured for the Maple St job starting Monday. Can your agent send it by Friday? We can't put the crew on the schedule until it's on file." Avoid accusing anyone of being uninsured, and don't accept "it's coming" as a substitute for the document.

When a sub truly can't comply

If the sub doesn't carry the coverage you require, you have a decision to make, not a paperwork problem. Options include finding another sub, asking the sub to buy the coverage before starting, or documenting a sign-off for a low-risk job after talking with your own agent. What you shouldn't do is let them work while you wait. Uninsured subs can show up on your own workers' comp premium audit and leave you carrying their claims.

Make chasing someone's actual job

The real reason certificates go missing is that chasing them is everyone's side task. Whether it's an office manager, a shared inbox with a calendar, or a done-for-you service, give the follow-ups an owner and a schedule. Not sure where your process stands? Take the free COI compliance risk assessment.

Frequently asked questions

Who should I ask for a certificate of insurance?

Ask the sub for their insurance agent or broker's contact once, then send requests to the agent with the sub copied. Agents issue certificates routinely and quickly.

Can I let a sub start while the certificate is on the way?

It's risky. If something happens before the certificate arrives, you may find out the coverage didn't exist or didn't meet your requirements. 'No COI, no start' is the safer rule.

Can I withhold payment until I get a COI?

Many subcontracts allow it, but it depends on your contract language and state law. Check yours and add the language if it's missing.

How often should I follow up?

A fixed schedule works best, for example a reminder at day 3, a call at day 7, and escalation at day 10, with no start until the certificate is approved.

This guide is general information, not insurance or legal advice. Payment-withholding rights depend on your contracts and state law; confirm with your attorney.