COI Tracking Guides, Templates and Tools

Start here: how-to guides

01GuideHow to track subcontractor COIsA practical 6-step process for tracking subcontractor COIs, from collection to expiration chasing, with a coverage date checker.02How-to guideHow to verify a COIA certificate of insurance is just paper. Here is the one-minute check, the phone call that actually proves it, and the red flags to watch for.03How-to guideSubs who ignore youA sub who won’t send a certificate of insurance? Use this step-by-step escalation, with scripts, contract levers and when to stop work.04How-to guideIf a sub’s insurance expiresWhen a sub’s policy ends mid-job, coverage stops that day but the certificate in your file looks the same. Who pays, and what to do in the first 24 hours.05How-to guideSub has no insuranceA sub with no insurance can put the claim on you. Your options in order, what it can cost you, a script to use and the mistakes to avoid.06State directoryVerify workers’ comp and licenses by stateWhere to check a subcontractor’s workers’ comp coverage, exemption and license in each state, with links to the official lookups.07GuidePremium audit and subsInsurance audits can charge you for uninsured subs. Here is how premium audits treat subcontractors and what paperwork keeps your bill down.08State overviewRequirements by state overviewAn overview of subcontractor insurance rules by state, with links to our guides for California, Florida, Georgia, New York, North Carolina and Texas.

Templates, checklists and tools

01Free templateCOI tracking spreadsheet templateDownload a free subcontractor COI tracking spreadsheet with expiration status formulas. Works in Excel and Google Sheets.02How-to guideTrack sub insurance in Excel or SheetsSet up a simple spreadsheet to track subcontractor insurance: the columns to use, the formula, and the colors that warn you before a policy ends.03Free templateSubcontractor insurance requirements templateBuild an editable one-page subcontractor insurance requirements summary. Every limit is yours to set.04Free checklistCOI compliance checklistAn interactive checklist to confirm every subcontractor certificate of insurance is complete, current and correct before work starts.05Free templateCOI request email templateReady-to-send emails to request a certificate of insurance: first ask, reminder and fix-it note. Copy, fill in the brackets and send.06ChecklistPrequalification checklistA practical subcontractor prequalification checklist: license, insurance, safety record, financial health, references and contract terms, step by step.07Template guideInsurance clause structureWhat the insurance clause in a subcontractor agreement should cover, in plain English: coverages, limits, endorsements, certificates and lapse.08GuideSub insurance requirements: what to ask forWhat insurance should a general contractor ask subs to carry? The main coverages in plain English, and why each one matters.09Tool guideCOI tracking for Procore usersUsing Procore for project management? Here is how to decide whether your setup actually tracks certificate expirations, endorsements and renewals.

Insurance terms explained

01ExplainerWhat is a COICOI stands for certificate of insurance: a one-page summary of someone’s coverage. What it shows, who issues it and what it can’t tell you.02GuideHow to read an ACORD 25An ACORD 25 is the standard certificate of liability insurance. See each section, what it proves and what to check before you accept it.03DefinitionACORD 25 vs ACORD 24ACORD 25 is the certificate of liability insurance. ACORD 24 is the certificate of property insurance. When each one applies, in plain English.04ExplainerCertificate holder vs additional insuredBeing named on a certificate does not mean you are covered. Learn the difference between certificate holder and additional insured in plain English.05GuideAdditional insured endorsementsWhat additional insured status means, why a certificate does not prove it, and which endorsements to request from subcontractors.06DefinitionBlanket additional insuredBlanket additional insured by written contract: what it means, blanket vs named, and how to check the endorsement. Plain English for contractors.07DefinitionPrimary and noncontributoryPrimary and non-contributory wording decides whose policy pays first. What it means, why contractors require it and how to check it.08DefinitionWaiver of subrogationA waiver of subrogation stops an insurer from suing another party after paying a claim. Here is how it works on construction jobs and what to check.09GuideWaiver of subrogation, primary and non-contributoryTwo clauses that appear in almost every subcontract. What waiver of subrogation and primary and non-contributory mean, and how to check them.10ExplainerOccurrence vs claims-madeOccurrence policies cover what happened during the policy. Claims-made cover what is reported during it. Why it matters when you check a sub.11ExplainerOngoing vs completed operationsOngoing operations cover work in progress. Completed operations cover problems that show up after the job is done. Why you need both.12ExplainerUmbrella vs excessUmbrella and excess both add limit on top of the main policies. Here is the difference and what to check on a sub’s certificate.

Looking for a definition?

See the contractor insurance glossary for plain-English meanings of every term used in these guides.

Where to start

Frequently asked questions

Are these guides and tools really free?

Yes. There’s no signup. If you want a copy emailed to you, you can leave an email address on the template pages.

Is this legal or insurance advice?

No. It’s general information. Where we cite a law, we link the statute or agency page. Ask your broker or attorney about your own contract.

Guides, templates and tools for certificate of insurance tracking