How to review a certificate of insurance, line by line

Work top to bottom

1. Date issued. A certificate issued months ago may not reflect a renewal or a cancellation since. Ask for a current one per project.
2. Producer. This is the agent or broker who issued it. Keep their email; they are who you contact for corrections and renewals.
3. Insured. The legal name should match your subcontract and the sub’s W-9.
4. Insurers. Each coverage line refers to an insurer letter. Make sure every coverage you require has an insurer listed.
5. Coverage lines. For each required coverage, check the policy number, effective and expiration dates, and limits against your contract.
6. Additional insured and subrogation waiver columns. These show what the agent says is in place. Compare them to what the contract requires.
7. Description of operations. Look for the project reference and any endorsement wording you asked for.
8. Certificate holder. Your legal name and address should appear here.

Decide and record

Record one of three outcomes and why: approved, approved with a note (for example, umbrella limit pending), or changes requested with a specific list for the agent. A written reason makes the next renewal easier and gives you a record of what you checked and when.

Things a certificate cannot tell you

• Whether exclusions in the policy affect the sub’s type of work. Some trades see exclusions or limitations; ask the agent if your contract or owner is concerned about this.
• Whether the additional insured wording matches what your contract requires. That is in the endorsement form, so ask for it when the contract requires it.
• Whether the policy is still in force today. Track the expiration dates and ask for renewals before they lapse.