Certificate of insurance request: what to send before a job deadline

For a certificate of insurance, send the recipient’s details, the job information and the written insurance requirements together. Include the date it is needed and where it should be delivered.

What to include in the request

• Your business: the insured business name and a contact who can answer questions.
• Certificate holder: the recipient’s requested name and address, plus the delivery email or other instructions.
• The job: project name, location and any identifying job or contract number.
• The requirements: the contract or request, including any additional-insured, waiver, limit or other insurance wording.
• The timing: the requested delivery date and whether work, payment or site access depends on the certificate.

Send the written requirement rather than a summary such as “the usual certificate.” If a detail is missing, name the question so it can be resolved.

What a clear request looks like

Hypothetical example: “Our business is replacing shelving at a customer’s warehouse. Please use the recipient name and address in the attached request, identify Project 24 and send the certificate to the customer’s project manager by Thursday. The insurance attachment asks about additional-insured status; please review that requirement.”

This gives the office the job, destination and deadline while keeping the coverage question visible. A changed job or revised requirement should be sent with the update.

What a certificate confirms

A certificate summarizes existing insurance. It does not add coverage or change the policy. Any requested additional-insured status, waiver or other requirement must be checked against the policy and its endorsements. The Texas Department of Insurance certificate guidance explains this distinction.

If the request raises those questions, use our guide to contract requirements and certificates. The worksheet below gives you a place to keep the request details and unresolved questions together.