You need a Certificate of Insurance (COI) from your vendor, but asking for it can feel awkward. Use this guide and a ready‑to‑use email template to make the request clear and professional.

Why a Formal COI Request Matters

A COI proves the vendor carries the coverage you require, such as general liability, workers’ compensation, or auto liability. Without it, you risk exposure if the vendor’s negligence causes property damage or injury.

What to Include in Your Request

Give the vendor’s insurance agent all the details they need to issue the correct COI.

  • Project or location name – where the work will be performed.
  • Required coverages – e.g., $1 million general liability per occurrence, $500 k workers’ compensation, etc.
  • Additional insured – usually your company or property name.
  • Waiver of subrogation – if your contract demands it.
  • Effective dates – start and end dates that match your contract timeline.
  • Contact information – name and email of the person who should receive the COI.

Email Template You Can Copy

Full Template

  • Subject: Request for Certificate of Insurance – [Project/Location Name]
  • Hi [Agent Name],
  • I’m reaching out on behalf of [Your Company]. We need a Certificate of Insurance for our vendor, [Vendor Name], covering the work at [Project/Location].
  • Please provide the following coverages:
    • General Liability – $1 million per occurrence, $2 million aggregate (typical minimum).
    • Workers’ Compensation – statutory limits.
    • Automobile Liability – $1 million combined single limit.
  • List [Your Company] as an additional insured and include a waiver of subrogation if possible.
  • Effective dates should match the contract period: [Start Date] – [End Date].
  • Send the completed COI to youremail@yourcompany.com. Let me know if you need any clarification.
  • Thank you for your prompt attention.
  • Best regards,
  • [Your Name]
  • [Your Title]
  • [Your Company]
  • youremail@yourcompany.com

Keeping track of multiple COI requests can become a juggling act. CertWatch automatically emails the vendor’s insurance agent as each renewal approaches and follows up until a current certificate is on file, so you never miss a deadline.

Follow‑Up Best Practices

Even with a clear email, vendors sometimes delay. Use these steps to stay on track.

  1. Mark the requested expiry date in your calendar.
  2. If you haven’t received the COI within 5 business days, send a polite reminder.
  3. Log each COI in a central location—digital folder or compliance software.
  4. When a COI is close to expiration, start the renewal request early (30 days out).
  5. Keep a record of who you contacted and when, in case you need to escalate.

Key Takeaway

A straightforward request email, combined with disciplined follow‑up, ensures you have the coverage proof you need without endless back‑and‑forth. Automating reminders with a tool like CertWatch can free you from manual tracking.