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Sample COI Compliance Report
Wondering what done-for-you COI tracking actually looks like? This is the weekly report we send customers: every subcontractor's status at a glance, exactly what we found and did about it, and the short list of decisions that need you. The company and data below are fictional.
Status by subcontractor
| Subcontractor | Status | What we found and did | Next expiration |
|---|---|---|---|
| Ridgeline Framing LLCGL, WC, Auto, Umbrella | Compliant | All limits meet requirements. Additional insured (CG 20 10 + CG 20 37) and waiver of subrogation confirmed on endorsements. | Mar 14, 2027 |
| Blue Creek ElectricGL, WC, Auto | Expiring in 21 days | GL renews Nov 20. Renewal request sent to the agent Oct 28; second reminder scheduled Nov 6. | Nov 20, 2026 |
| Summit Plumbing & DrainGL, WC | Gap found | GL each-occurrence limit is $500,000; your requirement is $1,000,000. Deficiency email sent to sub and agent. | Jun 2, 2027 |
| Hartley DrywallGL, WC | Missing | No current certificate on file. Requested Oct 21, follow-ups Oct 24 and Oct 28. Escalated to you below. | — |
| Precision Roofing Co.GL, WC, Auto, Umbrella | Compliant | Umbrella confirmed follow-form over GL and auto. Certificate holder wording matches your requirement. | Jan 9, 2027 |
| Valley Concrete PumpingGL, Auto | WC exemption | Sole proprietor with no employees. State exemption certificate on file; flagged for your review per your policy. | Aug 30, 2027 |
| Northside HVAC ServicesGL, WC, Auto | Needs endorsement | Certificate says additional insured but no endorsement attached. Endorsement copy requested from the agent. | Apr 18, 2027 |
| Crestview PaintingGL, WC | Compliant | Renewed certificate received and verified Oct 27. Next expiration tracked. | Oct 27, 2027 |
Needs your attention this week
- Hartley Drywall has not sent a certificate after three requests. We recommend holding their next site start or payment until a COI arrives. Reply "hold" and we'll tell them.
- Valley Concrete Pumping has a workers' comp exemption instead of a policy. Confirm you accept exemptions for this job, or we'll ask for coverage.
What we did this week
- Sent 6 requests and reminders to subs and their insurance agents.
- Reviewed 3 new certificates and 2 endorsement pages against your requirements.
- Sent 1 deficiency notice (Summit Plumbing, GL limit too low).
How to read it
- Compliant means a current certificate is on file and it meets every requirement you gave us, endorsements included.
- Expiring means a policy ends within 30 days. We've already asked for the renewal, so this is just visibility.
- Gap found or Needs endorsement means the certificate falls short of your contract. We've told the sub and their agent what's wrong.
- Missing means we've asked and followed up, and still have nothing. That's when we escalate to you.
Prefer to see how one certificate gets checked? Try the free COI compliance checker, or see what tracking in-house costs you.
Common questions
How often will I get a report like this?
Every week by email, plus an immediate heads-up when something serious turns up, like a policy that's been cancelled or a sub working with no certificate on file.
Is the data in this sample real?
No. Every company, name, date, and number above is made up to show what the report looks like. Your report covers your own subs and vendors and your own requirements.
What do you check on each certificate?
Coverage types, limits against your contract, policy dates, the certificate holder wording, additional insured and waiver of subrogation (including whether the endorsement is actually attached), and anything that looks edited or inconsistent.
Do I have to do anything?
Only the items under 'Needs your attention', which are decisions that should be yours, such as whether to hold a sub who won't send a certificate. We do the requesting, reviewing, and chasing.
General information, not insurance or legal advice.
Done chasing certificates?
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