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Checklist

Sub COI Tracking Checklist

Verify painter subcontractor certificates, endorsements, follow-ups, and audit files before each job.

Sub COI Tracking Checklist

Verify painter subcontractor certificates, endorsements, follow-ups, and audit files before each job.

Checklist

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Job file summary

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.

Certificate review

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.

Endorsement review

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.

Follow-up timeline

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.

Audit file 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.

Next steps

  • Send the checklist with your COI request so the subcontractor knows what to provide.
  • Ask your agent to review endorsements when the contract requires additional insured wording.
  • Update the file whenever a subcontractor policy renews or changes during the job.

What this includes

Download formats

PDF, DOCX

Fields

Hiring business, Reviewer, Subcontractor, Job name, Client or GC, Project state, COI due date, Contract date

Document sections

Job file summary, Certificate review, Endorsement review, Follow-up timeline, Audit file notes

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