Certificate requests usually come with a deadline. A contractor needs proof for a job, a landlord needs a holder listed, a lender needs evidence of coverage, or a client needs wording before work can start. The fastest path is to send the details the office needs on the first request.
What to include
- Certificate holder name and mailing or email destination.
- Job name, project address, or contract reference.
- Required wording, additional insured request, waiver request, or special limit requirement.
- Deadline and where the certificate should be sent.
Some requests are simple. Others require a coverage review before the office can issue exactly what the contract asks for. If the certificate wording creates a policy question, the office may need to discuss the requirement before sending anything final.
What not to assume
A certificate is proof of existing coverage. It does not automatically add coverage, change limits, or make a contract requirement acceptable. If a contract asks for something unusual, send the wording early so the office can review the request with enough time to respond.
A sheet to keep for your review
Organize the certificate request
Use the request itself to collect the details below. A missing requirement or unanswered coverage question should stay visible until it is resolved.
Recipient and job
- Recipient's requested name and delivery details
- Your insured business name, project and location
- Requested dates and the written insurance requirements
Documents and open questions
- The contract or request with any specified wording
- Questions about limits, additional-insured status or endorsements
- Any changed job details and the date you need to discuss them
Keep your notes
Print this sheet or use your own notes. Use the blank rows to record several activities, items or jobs together. On a phone, scroll across the table to see all columns. Leave uncertain details as questions for the office.
| Requested detail | Information to gather | Open question | Date to discuss |
|---|---|---|---|
A preparation aid, not an application, certificate or coverage confirmation. A website request does not bind, change, cancel, reinstate, or confirm coverage.