COI request email template: ready-to-send emails for subs

1. The first request

Subject: Insurance certificate needed before [Project Name]

Hi [Name],

Before you start on [Project Name], we need a current certificate of insurance. Please have your agent send it to [your email].

What we need on it:
- General liability: [limits from your contract]
- Workers’ comp: [policy, or your state’s proof]
- Auto: [limits, if you drive to the site]
- Umbrella: [limits, if required]

Certificate holder: [exact name from your contract]
Project: [name and address]

If our contract asks for additional insured status, please also send the endorsement page.

Thanks,
[Your name]

2. The reminder (30 days before a policy ends)

Subject: Your [policy type] ends on [date]

Hi [Name],

Our records show your [policy type] policy ends on [date]. Please have your agent send the renewal certificate before that date so we can keep your work going without a gap.

Thanks,
[Your name]

3. The “this one’s wrong” note

Subject: Certificate needs a fix: [Project Name]

Hi [Name],

Thanks for sending it. One thing needs fixing before we can accept it: [the certificate holder reads “____”, it should read “____” / the umbrella limit is below our minimum / the policy ends before the job does].

Please ask your agent to reissue it. Exact holder name: [name].

Thanks,
[Your name]

Tips that save time

• Send to the sub and the agent at the same time. The agent is the one who can fix it.
• Put the holder name in the email exactly as it should appear. Most corrections are spelling.
• Keep every email. They’re your record.
• Don’t want to send these yourself? That’s our whole job: see how we do it.

Not legal or insurance advice. This is general information. Your contract, your state and your policy decide what applies to you. Ask your broker or attorney.