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Checklist

HVAC Sub Insurance Checklist

Verify HVAC subcontractor coverage, endorsements, limits, and certificate dates before work starts.

HVAC Sub Insurance Checklist

Verify HVAC subcontractor coverage, endorsements, limits, and certificate dates before work starts.

Checklist

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Job details

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 lines to verify

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.

Endorsement wording check

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.

Expiration tracker

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 notes

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: ______________________________

Next steps

  • Compare the certificate and endorsements against the subcontract before work starts.
  • Ask your agent to review wording when the contract requires specific AI or waiver forms.
  • Set a renewal reminder for the earliest policy expiration date on the certificate.
  • Keep the checklist, certificate, endorsements, and subcontract in the same project file.

What this includes

Download formats

PDF, DOCX

Fields

Business name, Subcontractor, Job or project, Certificate holder, Contract date, GL minimum, Auto minimum, Umbrella minimum

Document sections

Job details, Coverage lines to verify, Endorsement wording check, Expiration tracker, Contract notes

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