For HOA and condo associations
Vendor COI tracking for HOA and condo associations
Associations hire roofers, painters, landscapers and repair contractors, usually through a manager and a rotating board. Each vendor should show a current certificate naming the association as your contract requires, proof of workers’ comp or an exemption, and a license that matches the work. We collect and chase those so the paperwork does not depend on who is on the board this year.
Why associations lose track
Boards change, managers change, and vendors work across years. The certificate filed when a contract was signed describes a policy that has since expired, and the person who filed it may have left. The risk of an uninsured vendor lands on the association and its members.
What to collect from every vendor
- A certificate of insurance naming the association, and the manager if your contract requires it, as the certificate holder or additional insured.
- Workers’ comp: a policy certificate, or in Florida a valid exemption certificate for named officers.
- A license check where the work requires one. In Florida, use the state’s DBPR lookup, and for some jurisdictions a local lookup too.
- Endorsement pages where your contract requires additional insured or waiver wording.
Not legal or insurance advice. Confirm anything contract-specific with your broker or attorney.
Where Florida law comes in
Florida condominium and HOA operations are governed by Chapters 718 and 720 of the Florida Statutes, and contractor workers’ comp rules sit in Chapter 440. Details about what your association must require belong with your attorney and insurance advisor. We track what the certificates say against the requirements you give us. See our Florida guides.
What we do not do
We do not set your insurance requirements, interpret your governing documents, or advise the board. We report what each certificate shows and what is missing.
What boards should ask vendors for
- A current certificate before the vendor starts.
- The association and management company named as additional insured.
- Workers’ comp proof for any vendor with employees.
- A calendar of end dates reviewed each month.
Volunteer boards change often. A written process helps the next board keep it going. See our checklist.
Frequently asked questions
Who is responsible for collecting vendor certificates, the board or the manager?
That depends on your management agreement and governing documents. Ask your attorney. Either way, someone needs a system that survives board turnover.
Do you track tenant or unit-owner insurance?
No. We focus on vendor and contractor certificates.
Is this only for Florida associations?
No, but Florida is the first state where we have written state-specific guides.
Who should hold HOA vendor certificates?
Usually the management company or a named board member, so there is one clear owner and a copy for the next board.
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