A certificate of insurance is usually something no one thinks about until they need it.
You win a bid, sign a lease or land a new client. Then comes the email: “We need a COI before you can start.” If you’ve never dealt with one before, it can feel like a hurdle invented to slow you down. Spoiler alert: It’s not, but getting it right does require knowing what to ask for and what to check.
Here is what you need to know.
What is a Certificate of Insurance?
A Certificate of Insurance is a one-page summary of your business insurance coverage. It shows what policies you carry, your coverage limits, and your insurer’s contact information. If requested, it can also name a certificate holder, meaning the client, landlord or contractor who needs proof of your coverage.
The form is usually what’s called an ACORD 25. This is the standard template that the insurance industry uses for business insurance. Because every insurer uses the same layout, a contractor in Ohio and a landlord in Texas can both read your COI without any issues.
When Do You Need a Certificate of Insurance?
You’ll typically be asked for a COI in situations where someone else has financial exposure if something goes wrong. That could be property damage, a lawsuit, or an injury on their site.
Bidding on a job
General contractors generally won’t consider your bid without proof of insurance first. That’s just the reality on most commercial and residential projects. Kitchen remodels, electrical work, roofing and anything where you’re on someone else’s property—just about whatever you’re working on, your COI goes in with the proposal.
If you’re a contractor or do handyman work, you’ll hit this requirement constantly. Have a certificate ready, so that you can start work immediately.
Signing a contract
Service agreements, subcontractor agreements, consulting retainers — most have an insurance clause that specifies exactly what coverage you need to carry, so read it before you sign. Clients sometimes require limits higher than what you may currently have, and you don’t want to find that out after you’ve submitted a proposal or already started work.
Leasing a commercial space
Landlords typically require COIs because they don’t want to be liable if a customer slips in your office, or if your business causes property damage. Most commercial leases include an insurance clause that lists exactly what coverage you need to carry.
You’ll usually need General Liability coverage, and may also need property insurance coverage depending on the lease requirements. Some landlords also require that they be listed as an additional insured party on your policy, which gives them direct protection under your policy.
Working as a subcontractor
If you’re working under a general contractor, you’ll likely need a COI to get approved as a subcontractor. This applies to trades like plumbing, HVAC, roofing, landscaping and most other construction-related work.
The GC may also need proof of Workers’ Compensation insurance, which is typically required by law in most states if you have employees, and commercial auto if your vehicles are on the job. If you’re not sure what’s required for your state, check out our state guides for coverage requirements.
How to Get a Certificate of Insurance: 3 Steps
Getting a Certificate of Insurance takes three steps: confirm what’s required, review your policy, and request the COI. If you already have small business insurance coverage through Simply Business, you can usually get a COI the same day.
Step 1: Confirm what’s required
Before you request a certificate, find out what coverage the client, landlord or contractor needs you to have.
Most contracts or lease agreements include an insurance section that specifies:
- Minimum coverage amounts. General Liability is typically $1M per occurrence and $2M aggregate, but some clients require higher limits depending on the job size or their own risk tolerance.
- Policy types. Maybe they need GL only. Maybe they need GL plus Professional Liability and Workers’ Comp. The document will say.
- Additional insured. If they want to be added as an additional insured, that’s a separate endorsement, not just a line on the COI.
- Expiration date requirements. Some contracts require your coverage to stay active for the entire project or lease term, not just the day you sign.
If none of this is spelled out, ask. Don’t assume that a basic General Liability policy will be enough.
Step 2: Review your policy
Compare what the contract requires to what you actually carry. The gaps people run into most often:
- Limits are too low. If you carry $500,000 in General Liability, but the contract requires $1 million, you’ll need to increase your limits.
- Missing a coverage type. A landlord might require property insurance that you don’t currently have, or a general contractor might require Workers’ Comp if you have employees.
- No additional insured endorsement. You can’t just type someone’s name onto the COI. It has to be added as an endorsement on your policy first.
Step 3: Request your certificate of insurance
Once your policy is active and meets the requirements, contact your insurer for the certificate.
Depending on your policy type and carrier, most times you can log into your new account through Simply Business, access your policy documents, add certificate holder’s name and address, and download the files.
You can also work directly with your carrier to access your certificate of insurance and policy documents. Call or email and ask for the certificate. Most will turn it around within a business day. If there are endorsements or policy changes involved, it may take a bit longer.
Your ACORD 25 will include:
- Your business name and contact information
- Your insurer’s name and contact information
- Policy types and numbers
- Effective dates and expiration dates
- Coverage limits (per occurrence and aggregate)
- Any additional insureds or endorsements
How to Request a COI from a Vendor or Subcontractor
Collecting certificates from people you hire is just as important as having your own.
Before any contractor or vendor starts work, get their certificate. If they damage property, injure someone or cause a claim, that COI is what you can use to get them to pay for the damages they caused. A few things to verify:
- Coverage minimums. At least $1M/$2M in General Liability is usually the standard ask. Scale it up for larger or higher-risk projects.
- Workers’ Compensation. If they have employees working on your site, they are typically required by law to carry a workers’ compensation policy, depending on the state. An uninsured worker injury on your property can become your problem fast.
- Additional insured. Require that your business be listed as an additional insured, not just a certificate holder. This extends their coverage to you if you end up in a lawsuit connected to their work.
- Expiration dates. Check the expiration dates on the COI and set a reminder to request an updated certificate if the project extends beyond the policy term.
Get the Certificate of Insurance before they start any type of work.
Common certificate of insurance requirements by situation
| Situation | Typical Coverage Required | Additional Insured? |
|---|---|---|
| Commercial lease | General Liability ($1M/$2M) | Usually yes (Landlord) |
| Subcontractor approval | GL + Workers’ Comp (if employees) | Yes (General contractor) |
| Job bid | General Liability minimum | Sometimes |
| Vendor contract | General Liability, sometimes E&O | Varies by contract |
What If My COI Doesn’t Meet Client Requirements?
It happens more than you’d think. Here’s how to handle each scenario.
Your coverage limits are too low
Call your insurer and ask to increase your limits. It’s a routine request and most carriers process it the same day. The cost increase will depend on your industry and risk profile, but it’s usually a small percentage of your premium.
You’re missing a required coverage type
This takes a bit more. If you need Workers’ Compensation or Professional Liability that you don’t currently carry, you’ll need to purchase a separate policy. Some coverage types can be added as endorsements to an existing policy; others require a separate policy. Your insurer will tell you which. Cleaning businesses run into this regularly. A commercial client may require a specialized endorsement, like voluntary property damage or a janitorial bond, on top of standard General Liability, which is a separate line. Better to find out at the beginning than after you’ve already committed to the job.
The client needs to be added as an additional insured
Contact your insurer, give them the client’s name and address and request the endorsement. Some carriers charge a small fee, but many don’t. Once it’s active, request a new certificate that shows they’re listed on the policy.
Your policy expires mid-contract
Carriers typically send renewal notices 30 to 60 days out. Don’t wait for the notice. Create a reminder in your calendar two weeks before your renewal date and take care of it then. A lapse in coverage, even a few days, is a contract violation with many clients – not to mention a big risk for you if something happens in between your coverage periods.
What Happens If I Lose My Certificate of Insurance?
You can request a replacement from your insurer.
With Simply Business, log in and download a new copy from your account. No fee, no call required, and it takes under a minute. With a traditional agent, email them — most will send a duplicate the same day, though some carriers may charge a small fee for the reissue.
You generally don’t need a separate COI for every single client. While your underlying policy will typically respond to claims that any of your clients make against you, you typically need to generate a separate COI for each client so they can be officially named in the Certificate Holder box. If you’re not sure what a particular client requires, just ask before generating anything.
What If I Don’t Have insurance?
No policy yet? No problem. Get a quote and buy online — the process takes a few minutes, and for most policies your coverage goes live immediately and your COI is ready to download right after. Simply Business works with multiple top-rated insurers, so you can compare options and find a price that makes sense for your business. Your COI is included with your policy at no extra charge.
Frequently Asked Questions
ACORD stands for the Association for Cooperative Operations Research and Development. They created the standardized insurance certificate template used across the industry. The ACORD 25 is the version you’ll see for commercial insurance coverage.
It lists your business name, your insurer’s contact information, your policy types, coverage limits, and policy numbers. The format is identical no matter which insurance company issued your policy, which makes it straightforward for clients and contractors to review your coverage quickly.
With an active policy, you can get a COI the same day, often within minutes. Through Simply Business, it’s available immediately from your account dashboard, available 24/7 whenever you need it.
Through a traditional agent, most will email your certificate the same day. If the request involves endorsements or policy changes, add a bit more time. If you don’t have insurance yet, you can buy a policy and download the COI the same day through Simply Business.
Yes, technically. It’s not hard to fake an ACORD form with basic design software. That’s exactly why most contractors and landlords call the insurer directly to verify. The COI includes the carrier’s phone number and your policy number, which makes verification a two-minute call. Some clients use automated third-party services that cross-reference COIs against carrier databases.
Don’t fake one. Beyond the legal exposure, getting caught typically ends the business relationship permanently and can follow you. If you don’t have insurance yet, get a policy through Simply Business — coverage is available instantly online.
Request a new COI after any policy change, at renewal, limit increases, new endorsements or updates to your business name or address. On active contracts, send an updated certificate before your current policy expires. Don’t wait for the client to ask.
For long-running contracts, some clients request annual confirmation that your coverage is still in place, even if your policy is continuous. That’s a normal ask. A quick download and forward is all it takes.
An expired COI means either your policy lapsed or the policy term shown on the certificate ended. Either way, you’re likely in breach of contract. Most agreements require uninterrupted coverage for the full project or lease term.
Renew before it lapses. If it does lapse, renew immediately and send updated certificates to every active client. A claim during a coverage gap comes out of your pocket.
While your policy applies to all your business operations, you typically need a separate COI for each client. The ACORD 25 form requires a specific name in the Certificate Holder box. When a client requests proof of insurance, you should provide a certificate customized with their information.
When in doubt, check the contract. If it says “name [Client] as additional insured,” you need a specific COI for them. If it just says “provide proof of insurance,” your standard certificate works fine.
No. A COI is proof of insurance. You can’t have the proof without the policy. If you’re being asked for a COI and don’t have coverage yet, get a quote through Simply Business, purchase a policy and download your COI the same day. The whole process takes about 10 minutes.