Vendor COI requirements by property type / Apartment Communities
Vendor COI requirements for apartment communities
Apartment communities see a steady stream of vendors: make-ready crews, turn painters, carpet cleaners, pool service, pest control, landscapers, and plumbers on call at 2 AM. Residents and guests are on site around the clock, so a vendor's mistake can injure someone who has nothing to do with the work.
Vendors you'll need certificates from
- Make-ready and turn crews (painters, cleaners, flooring)
- Plumbing, HVAC, and appliance repair
- Landscaping, snow removal, and parking lot sweeping
- Pool service and lifeguard companies
- Pest control and trash valet
Where the risk comes from
- Residents and guests injured by vendor work in common areas, stairwells, and parking lots.
- Water damage across multiple units from a plumbing or HVAC mistake.
- Slip-and-fall claims tied to snow removal or cleaning.
- Vendors with keys or access codes entering occupied units.
Coverage to require on vendor certificates
| Coverage | What's common, and what to check |
|---|---|
| General liability | $1M per occurrence / $2M aggregate is a common floor for most vendors; higher-risk vendors such as roofers or pool companies are often asked for more. |
| Workers' compensation | Statutory limits plus employers' liability. Turn crews and cleaners are often small shops, so watch for exemptions. |
| Commercial auto | $1M combined single limit is common for vendors driving onto the property, including trash valet and snow plows. |
| Umbrella / excess | Often required for higher-risk work (roofing, pool service, snow removal), commonly $1M to $5M. |
| Crime / employee dishonesty | Sometimes requested for vendors with unit access, such as cleaners or valet trash, to address theft claims. |
Who to name as additional insured
Commonly the management company and the owning entity (often a single-purpose LLC), named by exact legal name. Some lenders also ask to be listed. Most agreements also call for a waiver of subrogation and primary and noncontributory wording. See additional insured vs certificate holder for the difference.
Red flags on vendor certificates
- A certificate naming only the management company when your management agreement requires the owner LLC too.
- Snow removal vendors whose GL excludes snow and ice operations.
- Pool service certificates with no coverage for lifeguarding or chemical handling when those services are provided.
- Turn crews using 1099 helpers while showing a workers' comp exemption.
Tip
Keep one requirements sheet per owner. Many management companies run properties for several owners with different insurance requirements, and the additional insured wording changes property to property.
Review checklist
- Vendor name on the certificate matches the vendor on your service agreement.
- Every required coverage is listed, with limits at or above your minimums.
- The right entities are named as certificate holder and additional insured, by exact legal name.
- No policy expires before the service agreement ends. Track each date separately.
- ADDL INSD and SUBR WVD are marked, with endorsements on file.
- The certificate is filed per property, so you can answer an owner's question in one look.
See the trade-by-trade detail in COI requirements by trade, compare an ACORD 25 against your rules with the free compliance checker, or read about done-for-you vendor COI tracking for property managers.
Common questions
What insurance should vendors carry at apartment communities?
Common requirements include general liability, workers' compensation, commercial auto, umbrella / excess, and crime / employee dishonesty. Your management agreement, owner, and broker set the actual minimums.
Who should be the certificate holder for a property vendor?
Usually the management company or the owner entity, at the mailing address your contract specifies. Being certificate holder only means you receive the certificate; additional insured status is what extends the vendor's coverage to you.
Should I name the owner LLC or the management company as additional insured?
Many management agreements require both. Check your management agreement and the owner's insurance requirements, and use each entity's exact legal name.
How often should vendor certificates be updated?
At every renewal, which is usually yearly per policy. Each policy on a certificate can renew on a different date, so track each expiration separately.
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Vendor COI requirements for other property types
HOA and Condo AssociationsCommercial Office BuildingsRetail and Shopping CentersIndustrial and Warehouse PropertiesSingle-Family RentalsSelf-Storage FacilitiesMedical Office Buildings