Understanding Certificates of Insurance and Additional Insured Requests

What a certificate of insurance is — and isn't

A certificate of insurance (COI) is a summary of coverage in force at a moment in time. It is evidence of a policy, not the policy itself, and it does not change the coverage. The actual policy terms — the declarations, endorsements, and forms — control what is and isn't covered. A certificate that lists a limit does not confirm that the limit is sufficient for your contract or that the endorsements your contract requires are actually attached.

Certificate holder vs. additional insured

These two terms are often confused but mean different things. A certificate holder is the recipient listed on the certificate — it receives a copy of the certificate, but it is not automatically entitled to cancellation or renewal notices, and no coverage is extended to it. An additional insured is a party other than the named insured who is afforded coverage under the policy for certain claims, and those rights arise from the policy's terms and endorsements. Listing someone as a certificate holder does not make them an additional insured; coverage for an additional insured depends on the applicable endorsements and policy terms, not on a single form that is always required.

• Certificate holder — the recipient listed on the certificate; receives a copy, but is not automatically entitled to cancellation or renewal notices, and no coverage is extended
• Additional insured — afforded coverage for certain claims under the named insured's policy; rights arise from the policy's terms and endorsements
• The endorsement and policy language control whose claims are covered and under what conditions

The certificate is a summary — verify the endorsements

A certificate shows limits and policy dates, but it does not show whether the endorsements your contract requires are actually attached. If a contract calls for ongoing and completed operations coverage for the additional insured, or for primary and non-contributory wording, confirm that the relevant endorsements exist on the policy — not just that the additional insured is named on the certificate. Being named an additional insured does not by itself make your policy primary; priority between policies depends on the policy endorsements and terms, including any primary/non-contributory or other-insurance language.

• Ongoing and completed operations — confirm the endorsement covers claims arising from your ongoing and completed work if the contract requires it
• Primary and non-contributory — confirm the endorsement makes your policy respond first; being named additional insured alone does not set priority
• Waiver of subrogation — confirm it is endorsed if the contract requires it
• Policy dates — check the current policy term and dates; for multi-year jobs, plan for continuity and renewal so coverage does not lapse mid-project

A stepwise sub/vendor review workflow

When a subcontractor or vendor submits a certificate, work through the same steps each time so nothing is missed. This is a practical workflow, not a universal contract template or legal approval — adapt it to your agreements and have unresolved items reviewed by your broker or counsel.

• Match the entity — confirm the legal name on the certificate matches the entity in your contract; mismatches can mean the coverage does not apply
• Match the work scope — confirm the operations described fit the work the sub/vendor will actually perform
• Check policy dates — check the current policy term and dates; for longer jobs, plan for continuity and renewal so coverage does not lapse mid-project
• Check limits against the contract — confirm per-occurrence, aggregate, and any auto or umbrella limits meet what your contract requires
• Confirm additional insured and endorsements — ask the insurer's authorized representative (not just the certificate holder) whether the required endorsements are attached, including ongoing/completed operations and primary/non-contributory
• Diarize renewals — track expiration dates and request renewed certificates before coverage lapses
• Escalate unresolved items — send anything you cannot confirm to your broker or counsel before work begins

A sample request checklist

Use a consistent request so subcontractors and vendors return what you need the first time. This is a sample, not a universal contract template.

• Certificate holder name and address exactly as required by your contract
• Additional insured endorsement matching the contract's required form
• Required limits — per-occurrence, aggregate, auto, and umbrella if applicable
• Ongoing and completed operations coverage if the contract requires it
• Primary and non-contributory wording if the contract requires it
• Waiver of subrogation if the contract requires it
• Policy effective and expiration dates — check the current term and dates; for multi-year work, plan for renewal and continuity
• Notice rights — ask the insurer's authorized representative what cancellation or renewal notice rights the policy and endorsements actually provide; request the contract's notice wording for review rather than assuming a default period

Read the requirements before agreeing

Contracts often specify required limits, additional insureds, waivers of subrogation, and primary/non-contributory wording. Each shifts risk and can affect cost. Read the insurance section of each contract and send it to us before signing.

Sources reviewed

• Travelers — Insurance 101: Certificate of Insurance