HVAC Sub Insurance Checklist

HVAC subcontractor insurance verification

Your business: ________________ Subcontractor: ________________ Job or project: ________________ Contract date: ________________ Certificate holder to show: ________________

Use this checklist before the subcontractor starts work. Keep the completed checklist with the subcontract, certificate of insurance, and any endorsement forms required by the contract.

Coverage review

• Commercial general liability is shown on the certificate.

Contract minimum to compare: ________________ Check occurrence limit, personal and advertising injury limit, general aggregate, and products-completed operations aggregate.

• Workers compensation is shown when required by law or by the contract.

State or contract requirement reviewed: ______________________________ Policy period: __________________ to __________________

• Employers liability is shown if required by the contract.

Required limit from contract: ______________________________

• Commercial auto is shown for owned, hired, or non-owned vehicles used on the job.

Contract minimum to compare: ________________

• Umbrella or excess liability is shown when needed to meet higher project limits.

Contract minimum to compare: ________________

• Tools, equipment, installation floater, or inland marine coverage was considered for materials and equipment brought to the job site.

• Pollution or contractors pollution coverage was considered if the subcontractor handles refrigerants, mold-sensitive work, contaminated materials, or equipment disposal.

• Professional liability or contractors E&O was considered if the subcontractor designs systems, performs load calculations, specifies equipment, or has design-build responsibility.

Endorsements and wording

• Additional insured status is required by the contract.

Parties to be included: ________________ and any other contract-required parties. Endorsement form received: ______________________________

• Additional insured endorsement covers ongoing operations when the subcontractor is performing work.

Form or wording reviewed: ______________________________

• Additional insured endorsement covers completed operations if required.

Look for a separate completed-operations endorsement when the contract requires it. Form or wording reviewed: ______________________________

• Waiver of subrogation is required by the contract.

Coverage line or endorsement reviewed: ______________________________

• Primary and noncontributory wording is required by the contract.

Wording or endorsement reviewed: ______________________________

• The certificate holder line matches the contract requirement.

• The certificate alone is not treated as the endorsement. Required endorsement forms are attached or requested.

Policy and certificate expiration tracker

General liability expiration: ______________________________ Workers compensation expiration: ______________________________ Employers liability expiration: ______________________________ Commercial auto expiration: ______________________________ Umbrella or excess expiration: ______________________________ Professional liability expiration: ______________________________ Pollution liability expiration: ______________________________

Earliest expiration date: ______________________________ Follow-up date 30 days before expiration: ______________________________ Person responsible for follow-up: ______________________________

• Calendar reminder added.
• Renewal certificate requested before the earliest expiration date.
• Updated endorsements requested if the policy renews during the project.

Contract-specific requirements and notes

Project limit requirement reviewed: ______________________________ Products-completed operations requirement reviewed: ______________________________ Additional insured parties required by contract: ______________________________ Waiver of subrogation parties required by contract: ______________________________ Special HVAC exposure noted, such as refrigerants, mold, ventilation, indoor air quality, older-building work, or design-build duties: ______________________________ Exceptions, missing documents, or follow-up requests: ______________________________

Approval decision

• Approved for work after documents were verified.
• Approved only after missing items are corrected.
• Not approved for work until insurance documents are complete.

Reviewer name: ______________________________ Review date: ______________________________