If you’re a contractor, small business owner, or trades professional, having a certificate of insurance (COI) on hand is often essential for landing new clients, securing permits, or working with subcontractors. But how do you get a certificate of insurance, and what’s involved in the process? We’ll walk you through the step-by-step process of obtaining a COI, including what information or documents you’ll need to provide, how quickly you can expect to receive your certificate, and how digital options from providers like CCIS make the process faster and easier.
We’ll also explain the typical situations where you’ll need a COI and how you can request updated or additional certificates as your business grows, ensuring you have the proper proof of coverage when you need it most.
Not having a COI in hand can cause project delays and even cost a contractor a job. That’s why it’s important to understand the process. You’ll save time and eliminate the stress of having to scramble to get the paperwork required to move ahead with a project.
What Is a Certificate of Insurance?
A certificate of insurance serves as proof or confirmation that an insurance policy is in place for your company. It generally includes the following information:
- Policyholder’s name, policy number, business name
- Insurance company name and contact information
- Type of policy – for example, General Liability, Workers’ Compensation
- Policy effective dates (start and expiration date)
- Policy limits
- Additional named insureds, if any
- Special conditions and description of the operations language when required
A COI is not a summary of your policy. It doesn’t list policy exclusions, endorsements, or terms and conditions. Be sure to review your policy before starting a project to ensure you have the required coverage in place.
Think of the COI as your insurance “business card,” a quick snapshot confirming you have coverage in place. It does not replace the actual policy or guarantee coverage for every scenario.
Why Is a COI Important?
Typically, property owners and developers require a COI before work begins or before executing a contract. In some cases, especially with public works or high-value jobs, a COI may be required during the bidding process. In fact, many larger clients have strict vendor requirements and won’t even consider bids without a current COI on file. In competitive markets, being prepared with your certificate can be the deciding factor between winning or losing the contract.
In some states that require companies to hold General Liability insurance and/or Workers’ Compensation insurance to obtain a contractor license, a COI will need to be furnished with the licensing application.
Additionally, a COI reassures clients that your business is financially responsible if something goes wrong, whether it’s property damage, a jobsite injury, or another covered incident. This provides clients with peace of mind that you operate legally and professionally.
When Do You Need to Get a Certificate of Insurance?
You typically need a COI to:
- Start a new project
- Comply with the general contractor or project owner’s insurance requirements
- Renew a vendor agreement
- Bid on a project that requires proof of coverage
- Meet licensing requirements in certain states
Additionally, you may be asked to provide an updated certificate of insurance when working with subcontractors, leasing equipment, or renting a commercial space. Having a streamlined process to request these certificates will keep your operations running smoothly.
Step-by-Step Guide: How to Obtain a Certificate of Insurance
To help you obtain a COI, here’s what you need to do:
- Make sure you have an active, current policy so that a COI can be issued.
- Have your project details ready: name and address of the certificate holder (for example, the general contractor or property owner), project address if different, any specific wording or coverage limits required by the contractor, and delivery deadline.
- Contact your insurance agent or use your insurance provider’s online, self-serve portal for eligible requests.
CCIS can handle contractor insurance certificate requests quickly and accurately. If you are a CCIS customer in need of a COI, please complete the form below. You can also email the CCIS Certificates Department directly at certificates@ccisbonds.com for assistance with your contractor certificate of insurance request.
If you’re not sure what information you need to include, the CCIS team is happy to help guide you through the process and ensure your clients get exactly what they need.
Also, if you know a large project is coming up, request your COI in advance rather than waiting until the last minute. This will allow time for any special requirements without delaying your start date.
What Information Do You Need to Provide to Get a Certificate of Insurance?
To get an accurate COI, provide the following information:
- Your full business name and policy number
- Name and address of certificate holder (the person or company receiving the COI)
- Project location (if applicable)
- Any additional insured or waiver of subrogation requirements (A waiver of subrogation is a clause that prevents your insurance company from pursuing reimbursement from another party. If required, it may need to be endorsed onto your policy and cannot be granted just by noting it on a COI.)
- Specific contract language (if required)
Requesting and Receiving Your Certificate of Insurance
As a CCIS customer, once you provide the required information for the certificate of insurance you need for General Liability, Workers' Compensation, or surety bonding, we will process most requests the same day, helping you avoid project delays and keep your jobs on track.
If your contract includes complex or unusual insurance language, we’ll reach out to clarify or coordinate with your carrier if needed.
How Long Does It Take to Get a Certificate of Insurance?
Many COIs can be processed quickly. CCIS typically handles most COI requests the same day. We understand how critical COIs are in getting you on a job.