How to request a COI from a subcontractor
A clear request gets a usable ACORD 25 the first time. Here is what GCs ask for, sample language you can send, and what to check when the PDF lands — before you clear the sub for payment. This is general information, not insurance or legal advice.
The short answer
Put your insurance requirements in the subcontract, email the sub (and preferably their broker) for a current ACORD 25 PDF that names you as certificate holder and shows every required endorsement signal, then verify the certificate the day it arrives and hold payment until it passes your rules.
Step-by-step: request the certificate
Step 1
Put the requirements in the subcontract
List the minimum GL limits, workers’ comp, additional insured (ongoing and completed operations when needed), waiver of subrogation, primary & non-contributory, and who must be named as certificate holder. A vague “provide insurance” clause is why weak COIs keep coming back.
Step 2
Ask for an ACORD 25 PDF, not a screenshot
Tell the sub you need a current ACORD 25 certificate of insurance as a PDF from their broker or insurer. Screenshots and Word docs are hard to verify and often hide missing columns.
Step 3
Name the certificate holder exactly
Give your legal entity name and mailing address as it should appear in the Certificate Holder box. If the owner must also be additional insured, say that in the same request.
Step 4
Spell out endorsement language, not just boxes
Ask for additional insured and waiver wording (and primary & non-contributory if your contract requires it). A checked ADDL INSD or SUBR WVD box is a signal, not proof — many GCs also ask for the endorsement pages.
Step 5
Set a deadline before work or before payment
Request the COI before mobilization, or at least before the first progress payment. Tie receipt of a compliant certificate to your Cleared for Payment gate so bookkeeping does not pay a sub whose insurance fails your rules.
Step 6
Check the certificate the day it arrives
Confirm dates, limits, holder name, ADDL INSD / SUBR WVD, Description of Operations wording, and the PRODUCER box. Reply the same day with exactly what is missing so the broker can fix it before Friday checks.
Sample request email
Adapt this to your subcontract. Keep it short and specific so the broker knows what to issue.
What to check when the COI arrives
- Effective and expiration dates still cover the work period
- Certificate holder name matches your legal entity (not a DBA typo)
- GL limits meet the subcontract minimums
- Workers’ comp present when required
- ADDL INSD / SUBR WVD marked where your contract requires them
- Description of Operations names you (and owner, if required)
- PRODUCER email is usable for chase if something fails
For a fuller field-by-field pass, see how to check a subcontractor certificate of insurance.
How GateCOI turns requests into Cleared for Payment
Set your COI rules once per project. Point subs at verify@gatecoi.com — no vendor login. GateCOI reads each ACORD 25, replies pass/fail with the exact gap, emails the broker from the PRODUCER box, and gives your bookkeeper a green/red Cleared for Payment list before check runs.
Frequently asked questions
How do I request a COI from a subcontractor?+
Email the sub (and ideally CC their broker) asking for a current ACORD 25 PDF that lists your company as certificate holder, meets your contract limits, and shows any required additional insured, waiver of subrogation, and primary & non-contributory wording. Attach or quote the insurance exhibit from the subcontract.
What should I ask for on the ACORD 25?+
At minimum: general liability limits that meet your subcontract, workers’ compensation where required, your exact legal name as certificate holder, and any required additional insured / waiver / primary & non-contributory markings or Description of Operations wording. Ask for endorsement copies when the contract depends on them.
Who should send the COI — the sub or the broker?+
Either can send it, but the PRODUCER box on the ACORD 25 is the broker contact you chase when something is wrong. Many GCs ask the sub to have their broker email the PDF directly so the certificate is current and the producer email is correct.
Can I pay a sub before the COI arrives?+
That is a business risk call. Many GCs treat a compliant COI as a Cleared for Payment condition and hold the check until the certificate passes their rules. Paying first makes it harder to get a corrected certificate later.
What if the COI is expired or missing additional insured?+
Reply with the exact deficiency, CC the producer from the COI, and hold payment until a corrected certificate arrives. Do not rely on a promise that “the endorsement is coming” without a new certificate or the endorsement pages you require.
Can GateCOI help collect and check subcontractor COIs?+
Yes. You set your rules once per project. Subs email ACORD 25 PDFs to verify@gatecoi.com; GateCOI checks them, replies pass/fail with what is missing, chases the broker from the PRODUCER box, and keeps a Cleared for Payment list for your bookkeeper. It costs $59/mo flat. It is document-checking software, not insurance or legal advice.
Request once. Let GateCOI check every COI that comes back.
$59/mo flat · unlimited projects & certificates · subs only email the PDF