Review guides · 8 min read
How to Review a Certificate of Insurance
A plain-language, step-by-step certificate of insurance review process for construction and real estate teams.
Quick answer
Review a certificate against the requirements for the specific contract, project, lease, or building. Confirm the company, policy dates, coverage types, limits, and certificate holder. Then inspect required endorsements and record any gap before a person approves the submission.
Start with the requirements
A certificate cannot be compliant in the abstract. It can only meet or fail a defined set of requirements.
Use the insurance section of the contract, lease, subcontract, vendor agreement, or owner requirements. Do not assume one checklist fits every relationship.
1. Match the company
Compare the named insured with the legal company in your agreement. Trade names and related companies can create confusion.
Ask for clarification when the certificate names a different entity and the relationship is not documented.
2. Check the policy period
Confirm each required policy is active for the work or occupancy period. Different policy lines may have different expiration dates.
A certificate can contain both current and expired policies. Review each row rather than relying on one date.
3. Confirm the required coverage
Common requirements include general liability, auto liability, workers’ compensation, umbrella or excess liability, professional liability, and pollution liability.
The required coverage depends on the work, property, and agreement. A low-risk office vendor should not automatically inherit the same rules as a structural subcontractor.
4. Compare the limits
Compare each stated limit with the matching requirement. Pay attention to per-occurrence, aggregate, and combined single limits.
Umbrella or excess insurance may add to an underlying limit. Confirm that it follows the correct policy and applies to the required coverage.
5. Review required policy wording
The certificate description can help identify what was requested. It may not prove the required endorsement is attached or effective.
- Your company is listed on the policy (Additional insured)
- Insurer waives recovery from your company (Waiver of subrogation)
- This policy pays before your company’s policy (Primary and non-contributory)
- Coverage continues for completed work (Completed operations)
6. Record the finding and next action
Separate what was confirmed from what needs a closer check. Name the missing document or requirement in plain language.
Keep the reviewer’s decision with the requirement and supporting evidence. This creates a useful history for renewal, audit, and claim questions.
7. Monitor the renewal
A complete review is temporary because policies expire. Start renewal requests before the earliest required policy expires.
Review the replacement documents against the same relationship requirements. Do not approve a renewal only because the prior certificate passed.
Primary sources
Frequently asked questions
How long should a COI review take?
The time depends on the number of policies and endorsements. A consistent checklist and organized documents can reduce manual review time significantly.
Can umbrella coverage satisfy a higher liability limit?
Often, but not automatically. Confirm the umbrella follows the correct underlying policy and provides the required additional limit.
Should every vendor have the same insurance requirements?
No. Requirements should reflect the agreement, work, location, and risk. Use reusable templates as a starting point, then adjust them where needed.