How to Ask a Vendor for a COI

Give the vendor enough context

Ask the vendor to have its insurance agent issue the certificate. Share the exact requirements from the contract or project documents, rather than relying on a general request for “proof of insurance.”

• Your organization’s exact certificate holder name and mailing details, if requested.
• The project, location, or work description that should appear, if applicable.
• The policy types, limits, and dates specified in the agreement.
• Any requested endorsements, such as additional-insured or waiver wording.
• The date you need the document and the name of the person who can answer questions.

Use a concise request

For example: “Please ask your insurance agent to send a current certificate for [project or relationship]. The attached requirement calls for [policy types and limits] for [dates]. Please list [certificate holder name] as certificate holder and include the requested endorsements, if applicable. Could you send the documents by [date] or let us know what needs clarification?”

Replace every bracketed item with the wording from your actual agreement. The example is a communication template, not a statement that any particular coverage is required.

Review what comes back

Check the certificate against the request and ask follow-up questions about missing or inconsistent details. A certificate does not create coverage, so request the policy or endorsement and direct confirmation when those documents are needed.