Do you already have the right policy?
A customer asking for a certificate of insurance is asking for evidence. If you already have coverage, send the request to the agent servicing that policy. If you do not, arrange an appropriate policy before asking for a certificate. A quote or application is not proof that coverage is in force.
Tell the agent when the job starts and send the customer’s written insurance requirements. A same-day deadline does not make an excluded operation covered or guarantee that a new policy can be issued in time.
- Policy number, named insured and current effective dates, if already insured.
- Job description, location and actual start date.
- Customer’s insurance exhibit or the complete relevant contract section.
What information belongs in the request?
Provide the certificate holder’s exact legal name and address, the delivery email and the job or contract reference. Do not substitute the property manager’s brand name for the legal entity the contract specifies. If several parties request protection, identify each party and its role.
- Certificate holder: legal name, address and recipient email.
- Required lines of insurance, limits and effective dates.
- Additional-insured requirements, including ongoing or completed operations.
- Any waiver of subrogation, primary/noncontributory or cancellation-notice request.
Does naming the customer make it an additional insured?
No. A certificate holder and an additional insured are different roles. Additional-insured protection comes from applicable policy wording or endorsements, and any conditions must be met. Ask the agent to identify the relevant endorsement rather than assuming that a name typed onto a certificate creates coverage.
Texas insurance guidance expressly distinguishes a certificate from a change to the policy. Other jurisdictions have their own rules; the practical step is to compare the contract with the actual policy and obtain any necessary insurer approval.
What can delay a certificate or make a customer reject it?
Common issues to resolve include mismatched legal names, expired policy dates, a missing line of insurance, requested endorsements that are not in place, and a job outside the accepted operations. An agent may need underwriting approval for a change. Sending the full request early helps reveal those gaps before mobilization.
A customer’s acceptance of the certificate does not remove policy exclusions. Keep the policy and endorsements with the contract and ask for clarification when the work changes.
- Confirm the customer received the document and identify any remaining requirement.
- Retain the issued certificate and applicable endorsements.
- Do not promise coverage or alter the certificate yourself.
Your startup action list
Mark completed tasks, then download a copy with room for owners, dates, and notes. Progress stays on this page until you leave or refresh. No email required.
0 of 10 completed
Use this guide for planning. Confirm requirements and current fees with the agencies serving your address. Coverage depends on the policy and insurer; this guide does not confirm that a particular operation is eligible.