Subcontractor certificates of insurance: what GCs often require and check
A practical guide to subcontractor certificates of insurance for general contractors — what a COI is, what GCs commonly ask subs for, how to get one, what to check when it arrives, and ways to keep them current.
Not advice. General information only, based on our research of publicly available sources, which can change. It is not legal, insurance, tax or accounting advice. Rules can vary by state, carrier and contract, so please talk to your insurance agent, attorney or tax professional about your situation.
In short: A subcontractor's certificate of insurance (COI) is a one-page summary of their insurance, usually on the ACORD 25 form and issued by their insurance agent. Many general contractors ask each sub for one showing general liability and workers' compensation, with the GC named as certificate holder, before the first payment. When one arrives, it may be worth checking each coverage line's dates, the named insured and the limits, and asking for the renewal before it expires.
A subcontractor's certificate of insurance (COI) is the one page that summarizes their insurance. For a general contractor, it's also a page an auditor, an owner or a lender might ask to see. This guide covers what a certificate is, what GCs commonly ask their subs for, how to get one, what to look at when it lands in your inbox, and ways to keep them current.
What is a subcontractor certificate of insurance?
It's a one-page summary of a subcontractor's insurance policies, usually issued by their insurance agent or carrier. It typically lists who's insured, the insurance companies involved, each type of coverage, policy numbers, the dates each policy starts and ends, and the limits.
In construction, most certificates you'll see are on the standard ACORD 25 form ("Certificate of Liability Insurance"). New York City publishes a sample ACORD 25 if you'd like to see the layout, and our guide to how to read an ACORD 25 walks through it section by section.
One thing worth knowing: the form itself says, across the top, that it's provided for information only. It summarizes the policies; it doesn't change them or give the holder rights under them. That's one reason the details on it, like dates and coverage lines, can matter more than simply having one.
Why do general contractors collect subcontractor COIs?
Workers' comp audits. Your carrier may audit your payroll after each policy period, which can include what you paid subcontractors. Nationwide's premium audit guide says: "If no evidence of insurance is available, the subcontractor's payroll may be added to your premium base as payroll." A certificate is commonly what's used as that evidence. See our workers' comp audit guide.
Responsibility for a sub's workers. The same Nationwide page notes that "Most state Workers Compensation laws will hold you responsible for injuries sustained by an employee of an uninsured subcontractor."
Contracts. Owners, developers and lenders sometimes require GCs to collect certificates from every sub, occasionally with specific limits or additional insured wording.
What insurance do GCs commonly require from subcontractors?
What you require is between you, your contracts and your insurance agent. Many GCs ask every sub for some combination of:
| Coverage | In plain terms |
|---|---|
| General liability | Generally relates to damage or injury the sub's work may cause to others |
| Workers' compensation | Generally relates to the sub's own employees being hurt on the job |
| Auto liability | For subs driving vehicles for the work |
| Umbrella / excess | Additional limits above the others, when contracts call for higher limits |
Where a sub doesn't carry workers' comp, some states allow certain owners to file an exemption. Many GCs keep that document on file too. (For one state's version, see our Florida workers' comp exemption guide.)
It's common to ask for the certificate to name your company as the certificate holder, and to collect it before the first payment.
How do you get a certificate of insurance from a subcontractor?
Certificates usually come from the sub's insurance agent, so one approach is:
- Ask the sub for their agent's name and email.
- Ask the agent for a certificate naming your company as holder, showing the coverages you've asked for.
- For renewals, check in with the agent about a month before each expiration date.
What should you check on a subcontractor's COI?
Rather than stopping at the company name, it may help to look at each coverage line:
- The dates. Each coverage has its own start and end date, and general liability and workers' comp often end on different days.
- Which lines are there. A certificate showing general liability without a workers' comp line doesn't show workers' comp coverage.
- The named insured, and whether it matches the business you're paying.
- The certificate holder, usually your company.
- The limits, if your contract sets any. Your agent can help interpret these.
What happens when a subcontractor's certificate expires?
A certificate is a snapshot. Policies often renew yearly, so most certificates you collect have an expiration date that may land in the middle of a job. If the renewal doesn't arrive, payments made after that date may not have a certificate behind them, which is the kind of thing that can come up at an audit. We look at that in detail in workers' comp audits and subcontractors.
Many contractors find that asking for the renewal before it lapses, with reminders around 30, 14 and 3 days out to both the sub and their agent, goes more smoothly than chasing it afterward. Keeping certificates near your payment records may also help. A simple system is described in COI tracking for contractors.
Frequently asked questions
What is a subcontractor certificate of insurance?
It's a one-page summary of a subcontractor's insurance, usually on the ACORD 25 form and issued by their agent, listing the insured, the insurers, each coverage type with its policy number and dates, and the limits.
What insurance should a subcontractor have?
That depends on your contracts and your insurance agent's advice. Many general contractors ask for general liability and workers' compensation, and sometimes auto and umbrella coverage.
Who issues a certificate of insurance?
Usually the subcontractor's insurance agent or broker. Contacting the agent directly is often the quickest way to get a certificate or a renewal.
Does a certificate of insurance prove a sub is covered?
A certificate is a summary provided for information only; the form itself says it doesn't change the policies or give the holder rights under them. It's commonly used as evidence of coverage, but questions about whether a policy is in force are for the agent or carrier.
How often should I get a new certificate from a subcontractor?
Commonly whenever a policy renews, which is often once a year, and before the expiration date shown for each coverage line.
Should the certificate list my company?
Many GCs ask to be named as the certificate holder, and some contracts also require additional insured status, which comes from the policy itself rather than the certificate.
How CertiSub is designed to help
CertiSub collects certificates from your subs through a no-login upload link, uses AI to draft the dates and limits for each coverage line for you to confirm, sends reminders to the sub and their agent before anything expires, and flags payments made outside the certificate dates on file.
This article is for general informational purposes only. It reflects our research of publicly available sources as of its publication date and may not be complete or current. It is not legal, insurance, tax or accounting advice, and reading it does not create any professional relationship. Requirements can vary by state, insurance carrier, policy and contract. Before making decisions, consult a licensed insurance professional, an attorney, or a tax professional about your specific situation. CertiSub is a recordkeeping and document-organization tool. It tracks the documents and dates you provide. It does not verify insurance validity or provide legal, insurance, or compliance advice.