Certificate of Insurance (COI) Submission Checklist

Basic Policy Information  

• Vendor Name Matches Business Registration 
• Ensure the name on the COI matches the vendor’s name in the portal exactly. 
• Insurance Provider Information Included 
• Full name of the insurance carrier. 
• Insurance carrier’s A.M. Best rating (if required). 
• Effective and Expiration Dates Are Valid 
• Coverage must span the vendor’s service period. 
• Expired policies will be rejected. 

Required Coverage Types and Limits 

• General Liability Insurance 
• Workers’ Compensation Insurance 

(As required by state law for employee-based companies).

• Include Employer Liability Limits. 
• Automobile Liability Insurance (if applicable) 
• Covers owned, hired, and non-owned vehicles.   
• Provide coverage type and limits as required by property management company 
• Excess/Umbrella Liability Coverage (if applicable) 
• Applies excess coverage to General Liability, Auto Liability, and Employer’s Liability 
• Some property management companies explicitly require this coverage 

Endorsements and Clauses 

• Additional Insured 
• Property management company must be listed as additional insured. 
• Include exact wording provided in compliance guidelines. 
• Waiver of Subrogation 
• Waiver must apply to general liability, auto liability, and workers’ compensation policies (if required). 
• Endorsement should be explicitly stated/provided (if required). 
• Primary and Non-Contributory Language 
• Confirm the policy includes this clause where required.

Contact Information and Details 

• Certificate Holder Details Match Requirements 
• The property management company’s name and address must match the instructions in the compliance checklist. 
• Agent Contact Information 
• The name, email, and phone number of the insurance agent must be accurate and legible. 

Supporting Documentation 

• Policy Endorsements Are Attached 
• Include copies of all required endorsements (e.g., additional insured, waiver of subrogation). 

Common Rejection Reasons (Avoid These Errors) 

• Business name mismatch. 
• Missing or expired endorsements. 
• Liability limits are below the required minimums. 
• COI submitted without attachments or endorsements. 
• Missing waiver of subrogation or additional insured clauses. 
• Incorrect certificate holder information.