Sub COI Tracking Checklist

Hiring business: ________________ Reviewer: ________________ Subcontractor: ________________ Job: ________________ Client or GC: ________________ Project state: ________________ Certificate due date: ________________ Contract date: ________________

Use this checklist before the subcontractor mobilizes and keep the completed copy with the job file.

Check each certificate against the subcontractor agreement, prime contract, and job requirements.

• Named insured matches the legal name of the subcontractor you hired.
• Certificate holder is correct for ________________ and the job file.
• Policy effective and expiration dates cover the planned work period.
• Commercial general liability is shown, with limits matching the contract.
• Products-completed operations is shown when the contract requires it.
• Workers compensation is shown when required for the subcontractor's employees or by contract.
• Commercial auto or hired and non-owned auto is shown when the subcontractor drives for the job.
• Umbrella or excess liability is shown when the contract requires limits above underlying policies.
• Description of operations references ________________ or the job location when required.
• Any exclusions noted on the certificate have been reviewed before work starts.

Do not rely on a certificate alone when the contract requires actual policy changes. Request endorsement copies and save them with this checklist.

• Additional insured status is confirmed by endorsement, not only by the certificate wording.
• Ongoing operations additional insured wording is included when required.
• Completed operations additional insured wording is included when required.
• Primary and noncontributory wording is included when required by the client, GC, or owner.
• Waiver of subrogation is included when required.
• Endorsements name the correct party or use acceptable blanket wording under the contract.
• Endorsement forms and policy numbers match the certificate.
• Any lead paint, sandblasting, solvent, overspray, or cleanup exposure is reviewed for pollution coverage requirements before the subcontractor starts.

Use this timeline to prevent last-minute jobsite or audit problems.

• At contract signing: request the certificate, endorsement copies, and any pollution or specialty coverage evidence required for the work.
• 7 days before mobilization: confirm missing documents and policy dates.
• 48 hours before mobilization: escalate missing or incorrect certificate items to the subcontractor and project lead.
• On start date: confirm no required certificate or endorsement is still missing.
• During the job: recheck any policy that expires before the subcontractor finishes.
• Before final payment: confirm the file includes the final certificate set, endorsements, and follow-up notes.

Keep a clear file for renewal, premium audit, contract review, and claim questions.

• Save the certificate, endorsement copies, subcontractor agreement, invoices, and any change orders together.
• Keep a log of certificate requests, corrections, and dates received.
• Mark whether the subcontractor performed interior painting, exterior painting, drywall, lead-related work, sandblasting, industrial coating, or height work.
• Keep proof that required workers compensation, auto, and liability documents were received before work began.
• Note any gap between the contract requirement and the certificate package, and who approved the exception.
• Retain expired certificates for jobs completed during those policy periods.