What a certificate of insurance is
A COI is a one-page summary of your policies. Your insurance agent or carrier issues it. Most agents use a standard form, often the ACORD 25 for liability cover. The certificate does not change your policy. It only shows what the policy says on the day it was issued.
Homeowners, general contractors, property managers and building departments all ask for one. Many homeowners now ask before they sign, because consumer offices tell them to.
What the certificate must show
Check each certificate before it goes out. It must show:
- The named insured. Your legal business name, exactly as it is on your license and your contracts. A trade name that does not match makes people stop and ask.
- The carrier. The insurance company that holds the risk, not only the agency.
- The policy numbers. One for each policy on the form.
- The limits. Each-occurrence and aggregate limits for general liability, and the workers' compensation and employer's liability limits.
- The policy dates. The start and end date of each policy. The policy must be active on every day you work on the job.
- The certificate holder. The person or company that asked for it, with their address.
- Additional insured, when asked for. Some customers and general contractors ask to be added as an additional insured. That needs an endorsement on the policy. A note on the certificate alone does not do it.
- The agent's contact details. So the customer can call and confirm.
General liability and workers' comp
These are the two policies homeowners ask about most. They cover different things.
| Policy | What it covers | Why the homeowner cares |
|---|---|---|
| General liability | Damage your work causes to the home or other property, and injuries to people who are not your workers. | If your crew damages the house, the homeowner wants your policy to pay, not theirs. |
| Workers' compensation | Your workers when they get hurt on the job. | If a worker gets hurt on their roof and you have no cover, the homeowner fears they will pay. |
Rules on workers' compensation differ by state. Some states exempt sole owners or very small crews. If you have an exemption, send the exemption document with your COI and say so in plain words. Check your own state's rules on its roofing license page.
How homeowners check it
Careful homeowners do not take the paper at face value. They ask for the certificate to come from your agent, not from you. Then they find the agent's or carrier's phone number on their own and call to ask if the policy is active and covers roofing work. Some also look up your license on the state's lookup page and compare the names.
Help them. Tell your agent to expect calls. A customer who confirms your cover in five minutes trusts you more than one who gets voicemail for a week.
How to send it
- Ask your agent for a certificate with the customer as the certificate holder. Most agents can do this the same day, and many have an online portal.
- Have the agent email it straight to the customer, with you copied.
- If you send it yourself, send the agent's original PDF. Never edit a certificate.
- Keep a copy in the job file with the contract.
- If a policy renews during the job, send the new certificate without being asked.
Common mistakes
- An old certificate. A COI from last year with an end date in the past tells the customer you may have no cover today.
- A name that does not match. The insured name, the license and the contract should all show one business name.
- Missing workers' comp. If you have workers, show the policy. If you have an exemption, show that.
- Limits too low for the job. Some general contractors and property managers set minimum limits. Ask before you bid.
- Promising additional insured status you do not have. Ask your agent to add the endorsement first.
- Subcontractors with no proof. If you use subs, collect their certificates too. The customer may ask for them.
- An edited certificate. Never change a COI by hand. It can be illegal, and one call to the agent exposes it.
A clean, current certificate costs you nothing and wins trust before the first meeting. Keep a ready copy and send it early.