COI Compliance Guide for Contractors & Property Managers

Quick checklist

• Log every required policy (GL, Auto, Umbrella, Workers’ Comp, specialty) with issue and expiry dates.
• Request renewals from brokers at least 45–60 days before expiry.
• Verify endorsements, additional insured, and waiver of subrogation match contract terms.
• Store the current COI where your team can pull it on demand.
• Notify sites/clients when fresh proof is available; replace expired copies in their portals.

Playbook to prevent lapses

1. Identify the required policies and limits per contract or site rules.
2. Set reminder dates: 60, 30, and 7 days before each policy expires.
3. Collect updated COIs and endorsements from your broker before the first reminder date hits.
4. Replace any “expiring soon” proof that was previously shared with owners, GCs, or portals.
5. Keep a single current COI available for field teams, site supervisors, and auditors.

Fast responses when someone asks for proof

• Confirm the requester and the job/site they’re asking about.
• Send the latest COI and endorsements that match that job’s requirements.
• If coverage was renewed today, include the new effective/expiry dates in the message.
• If you’re missing a required endorsement, escalate to your broker immediately.