Vendor COI requirements by property type / Medical Office Buildings

Vendor COI requirements for medical office buildings

For medical office property managers and owners · Updated Nov 1, 2026

Medical office buildings host patients who may be elderly or have limited mobility, plus sensitive equipment and strict infection control. Vendors working in or near clinical spaces carry more risk than in a typical office.

Vendors you'll need certificates from

• Janitorial and medical waste haulers
• HVAC and controls contractors
• Elevator service
• Tenant buildout contractors
• Parking and snow removal

Where the risk comes from

• Patient injuries in common areas, elevators, and parking.
• HVAC failures affecting clinical spaces and equipment.
• Construction dust and infection control issues during buildouts.
• Vendor access to areas with protected health information.

Coverage to require on vendor certificates

Who to name as additional insured

Commonly the owner entity and management company; hospital-affiliated buildings may also require the health system to be named. 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

• Medical waste haulers with no pollution liability.
• Janitorial vendors without coverage for work in clinical suites.
• Buildout contractors with no record of their subs' certificates.
• Elevator service certificates missing completed operations coverage.

Tip

Ask your health-system tenants for their vendor requirements. They often have stricter rules than the building, and they may hold you to them.

Review checklist

1. Vendor name on the certificate matches the vendor on your service agreement.
2. Every required coverage is listed, with limits at or above your minimums.
3. The right entities are named as certificate holder and additional insured, by exact legal name.
4. No policy expires before the service agreement ends. Track each date separately.
5. ADDL INSD and SUBR WVD are marked, with endorsements on file.
6. 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 medical office buildings?

Common requirements include general liability, workers' compensation, commercial auto, umbrella / excess, and pollution liability. 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.

Vendor COI requirements for other property types

Apartment CommunitiesHOA and Condo AssociationsCommercial Office BuildingsRetail and Shopping CentersIndustrial and Warehouse PropertiesSingle-Family RentalsSelf-Storage Facilities