Certificate of Insurance for Vendors

Before a Property Manager sends you a work order, they will almost always ask for a certificate of insurance, usually called a COI. It is one of the most common reasons a preferred-list conversation stalls: the manager is ready, but the certificate is missing, expired, or missing the wording they asked for.

This guide explains what a COI is, the items Property Managers usually ask vendors to show, how to request one from your insurer, and how to keep it current so it never holds up a job. It is general information, not legal or insurance advice. Your agent and the Property Manager's written requirements are the final word.

A certificate of insurance is a one- or two-page document that summarizes the insurance your business carries on the date it was issued. In the U.S., many liability certificates use a standard ACORD form. It typically shows:

• The named insured (your business's legal name) and address
• The insurance company for each type of coverage
• Policy numbers and effective and expiration dates
• Coverage limits for each policy
• A description section for notes such as the property or project
• The certificate holder: the party the certificate is issued to

A COI is proof that coverage existed when it was issued. It does not change the policy. If a Property Manager needs a specific right, such as being covered under your policy, that normally has to be added to the policy by endorsement, and the certificate then reflects it.

Every management company sets its own requirements, often based on the management agreement with the property owner. Ask for the written requirements before you call your agent. These are the items that come up most:

Some managers also ask for umbrella or excess liability, a waiver of subrogation, or notice of cancellation wording. If a request is unclear, ask the manager to send it in writing and forward it to your agent as-is.

1. Collect the manager's requirements. Get the certificate holder name and address, any additional insured names, minimum limits, and any special wording.
2. Contact your agent, broker, or carrier. Many offer an online portal or email address for certificate requests. Send the requirements exactly as written.
3. Ask about endorsements early. If the manager wants to be an additional insured, ask whether your policy already includes a blanket additional insured endorsement or whether one must be added. An endorsement can take longer than a plain certificate and may affect your premium.
4. Review the certificate before sending it. Check spelling of every name, the dates, and the limits. A typo in the certificate holder name is a common reason managers send it back.
5. Send it with your other documents. Managers usually want the COI alongside your license details, W-9, and service area. That bundle is your vendor packet.

An expired certificate can pause work even if your policy renewed on time, because the manager's file still shows the old dates. A simple routine avoids that:

• Put every policy expiration date on your calendar with a reminder a few weeks ahead.
• Keep a list of every Property Manager who has a certificate on file, with their holder details.
• When a policy renews, ask your agent for updated certificates for everyone on that list.
• If you change carriers, limits, or your business name, send new certificates right away.
• Keep the current PDF somewhere you can send in a minute, not buried in an old email thread.

The COI is usually one item on a longer form. See the property management vendor application checklist for the rest of what managers ask for, including the W-9 and license details.

For Property Managers

If you are on the other side, track expiration dates per vendor and ask for renewals before they lapse. Read each certificate against your requirements rather than filing it unopened. Our vendor vetting and onboarding checklist covers where the COI fits alongside license lookups and W-9s.

VendorReach helps service companies reach Property Managers and keep a vendor packet ready: license, insurance / COI note, service area, hours, and a W-9 reminder in one copy-paste block. Property Managers browse vendors by metro and trade for free. VendorReach does not verify licenses or insurance; managers still review your documents using their own process.

Running a service company? Create a free service company account and fill in your packet before your first outreach.