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Checklist

Subcontractor COI Tracking Checklist

Track flooring subcontractor certificates, limits, expiration dates, and endorsement status before audit.

Subcontractor COI Tracking Checklist

Track flooring subcontractor certificates, limits, expiration dates, and endorsement status before audit.

Checklist

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Tracking header

Business: ________________ Project or audit: ________________ Reviewer: ________________ Certificate due date: ________________ Contact email: ________________ Use this checklist before job start, at renewal, and before premium audit. Keep each certificate, endorsement, and renewal notice with the job file.

Certificate log

Complete one line for each flooring subcontractor used on the job or during the audit period. Columns to complete: Subcontractor name | Trade or work type | GL carrier | GL policy number | GL expiration | GL limits confirmed | WC carrier | WC policy number | WC expiration | WC limits confirmed | Additional insured confirmed | Notes Starter row: Independent hardwood sanding crew | Floor sanding or scraping | ____________________ | ____________________ | __________ | Per contract: yes / no | ____________________ | ____________________ | __________ | Per contract: yes / no | Ongoing and completed operations checked: yes / no | ____________________ Blank rows: ____________________ | ____________________ | ____________________ | ____________________ | __________ | yes / no | ____________________ | ____________________ | __________ | yes / no | yes / no | ____________________ ____________________ | ____________________ | ____________________ | ____________________ | __________ | yes / no | ____________________ | ____________________ | __________ | yes / no | yes / no | ____________________ ____________________ | ____________________ | ____________________ | ____________________ | __________ | yes / no | ____________________ | ____________________ | __________ | yes / no | yes / no | ____________________ ____________________ | ____________________ | ____________________ | ____________________ | __________ | yes / no | ____________________ | ____________________ | __________ | yes / no | yes / no | ____________________ ____________________ | ____________________ | ____________________ | ____________________ | __________ | yes / no | ____________________ | ____________________ | __________ | yes / no | yes / no | ____________________

Review checks

Before accepting the certificate, confirm these items and note any gaps. [ ] Certificate names the correct subcontractor legal name. [ ] Work type matches the flooring work performed, such as carpet, tile, stone, hardwood, sanding, epoxy, or concrete floor work. [ ] General liability dates cover the work period. [ ] Workers compensation is shown when employees are used or the contract requires it. [ ] Limits shown on the certificate match the subcontract or project requirement. [ ] Additional insured status is supported by endorsement when required. [ ] Primary and noncontributory wording is confirmed when required. [ ] Waiver of subrogation is confirmed when required. [ ] Completed operations additional insured coverage is checked for work that can fail after installation. [ ] Renewal reminder is set at least 30 days before expiration.

Audit notes

Open issues to resolve before audit or final payment: 1. ________________________________________________________________ 2. ________________________________________________________________ 3. ________________________________________________________________ Action taken: ________________________________________________________________ ________________________________________________________________ Final review date: __________ Reviewer initials: __________

Next steps

  • Request missing endorsements before the subcontractor starts work.
  • Set reminders for certificates that expire during the project or audit period.
  • Keep certificates and endorsements with contracts, invoices, and payment records.

What this includes

Download formats

PDF, DOCX

Fields

Business name, Project or audit, Reviewer, COI due date, Contact email

Document sections

Tracking header, Certificate log, Review checks, Audit notes

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