How-to guide

How to collect certificates from subs who ignore you

Short answer

When a sub will not send a certificate, escalate in order: ask the sub, ask their insurance agent directly, set a firm deadline tied to payment or site access, then stop work or withhold payment if your contract allows it. Go to the agent early, because agents issue certificates in minutes and subs often forget to ask.

Written by Liam · CertChase · Last reviewed October 3, 2026

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The escalation ladder

Day 0: Ask the sub. Send the request with the exact form, the holder name and the due date. See the request email template.
Day 3: Ask the agent. Get the agent’s name from the sub or from the last certificate. Agents can issue a certificate quickly. Copy the sub.
Day 5: Call. A phone call works when email is ignored. Say what you need and when.
Day 7: Set the consequence. Tell the sub in writing what happens next: no site access, no payment application accepted, or stop work notice.
Day 10: Act. Do what you said. A deadline you do not enforce teaches the sub to ignore the next one.

Scripts that work

To the sub: We need your current certificate and the additional insured endorsement before you start on [date]. Please send it by [date]. If it is easier, give me your agent’s contact and I will ask them directly.

To the agent: Please issue a certificate for [sub name] naming [exact holder name] as certificate holder and additional insured for [project]. We need general liability, workers’ comp and auto. The due date is [date].

Contract levers

Condition of mobilization. No certificate, no site badge.
Condition of payment. No compliant certificate, no payment application approved. Check your contract and any prompt-payment rules before withholding.
Stop work. Your subcontract may allow it when coverage is missing. Ask your attorney before using it.
Backcharge or default. If the sub never complies, document it and follow your contract’s default process.

Why subs ignore requests

Rarely malice. Most often: they do not know their agent’s process, the agent is slow, or the sub fears the certificate will show a gap. If a sub avoids sending it, treat that as information. See what to do when a sub has no insurance.

Stop chasing manually

If you spend hours each week writing these emails, that is the job we take over. Run the free audit on your sub list or read how CertChase works.

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.

Why subs ignore requests, and what fixes it

Reason	What helps
They do not know how to ask their agent	Tell them what to say, and contact the agent yourself
The agent is slow	Go to the agent early and set a date
They are afraid the certificate shows a gap	Ask the agent directly. A gap is easier to fix early
They think it is not important	Explain it is a rule for every sub and tied to payment and site access

Mistakes that make it worse

Sending the same email five times with no deadline.
Making an exception for a friendly sub.
Not saying what will happen if the certificate does not come.
Waiting until payment day to ask.

Frequently asked questions

What do I do if a subcontractor won’t send a certificate of insurance?

Ask the sub, then contact their agent, then set a written deadline with a consequence such as no site access or no payment approval, and enforce it.

Can I contact the sub’s insurance agent directly?

Yes, and it is often faster. Ask the sub for the agent’s contact or find it on a prior certificate.

Can I withhold payment until I get a certificate?

Often your contract allows it, but prompt-payment laws and contract terms vary. Ask your attorney before you do.

How long should I wait before escalating?

A few days. Ask the sub on day one, the agent a few days later, and set a firm deadline about a week in.

Keep reading

01Free 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.02How-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.03How-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.04How it worksHow it worksSend your subcontractor list and requirements. We collect, read and verify every certificate, chase expirations, and report exceptions weekly.05Free auditFree COI auditPaste your subcontractor list and get an instant gap report: expired, expiring and missing coverage. Optional human review included.

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