How to Track COI Expiration Dates

Record dates by policy

A single certificate can list several policies with different dates. Record each relevant policy and its expiration date separately rather than relying only on the certificate’s issue date.

• Capture the vendor name, policy type, policy number if appropriate, and expiration date.
• Keep the certificate source and the date your team received or reviewed it.
• Record the vendor contact and the insurance agent contact, if known.
• Use a consistent date format and time zone across your records.

Choose a follow-up window

Set a reminder early enough for your vendor to contact its agent and send updated documents. The right lead time depends on your contract and process; choose a window that leaves room to resolve questions before the current dates end.

• Assign an owner for each reminder.
• Track whether a request was sent and whether a response arrived.
• Recheck the policy dates on the replacement certificate.

Avoid treating a reminder as proof

A calendar entry does not confirm that coverage remains active. If current status is important, ask the insurer or agent to confirm it and compare the answer with the policy and written requirements.