COI rejection email templates (itemized deficiency notices)

Hi [Sub Contact Name],

We reviewed your Certificate of Insurance for [Project Name] and cannot accept it in its current form. Please forward this message to your insurance broker for correction.

Deficiency:
• Completed operations additional insured endorsement (CG 20 37 or equivalent) is not attached. The certificate references additional insured status, but we require the underlying endorsement PDF.

Action required:
Resubmit the ACORD 25 certificate with CG 20 37 (or approved equivalent) attached, naming [Your Legal Company Name] as additional insured for ongoing and completed operations.

Submit corrected documents by [Due Date] to [upload portal link or intake email].

Questions: [Compliance Contact Name], [email], [phone].

Thank you,
[Your Name]
[Your Company Name]

Hi [Sub Contact Name],

We reviewed your Certificate of Insurance for [Project Name] and cannot clear [Vendor Name] for mobilization. Please forward this notice to your broker.

Deficiencies:
• General liability aggregate shows $1,000,000; our subcontract requires $2,000,000 aggregate.
• Umbrella / excess limit shows $[X]; contract requires $[Y] per occurrence and aggregate.

Action required:
Your broker must reissue the certificate reflecting limits that meet or exceed the attached requirements exhibit. If your policy limits cannot be increased, contact us immediately before scheduling site work.

Resubmit by [Due Date] to [upload portal link or intake email].

Thank you,
[Your Name]
[Your Company Name]

Hi [Sub Contact Name],

We cannot accept the certificate submitted for [Project Name]. Please forward to your broker.

Deficiency:
• Named insured on the certificate reads "[Name on COI]." Our subcontract is with "[Legal Entity on Contract]" (including exact suffix: LLC, Inc., etc.). The named insured must match the contracting entity exactly.

Action required:
Reissue the certificate with the correct named insured or provide documentation of a valid DBA relationship if applicable.

Resubmit by [Due Date] to [upload portal link or intake email].

Thank you,
[Your Name]
[Your Company Name]

Hi [Sub Contact Name],

We reviewed your Certificate of Insurance for [Project Name] and found a coverage date problem. Please forward to your broker.

Deficiency:
• General liability policy expiration [date] is before the scheduled project completion [date]. Coverage must extend through the project duration or be renewed with an updated certificate.

Action required:
Provide a renewed or extended policy certificate showing effective dates that cover work through [Project End Date].

Resubmit by [Due Date] to [upload portal link or intake email].

Thank you,
[Your Name]
[Your Company Name]

Hi [Sub Contact Name],

We reviewed your Certificate of Insurance for [Project Name] ([Project Number]) and cannot accept it. Please forward this entire message to your insurance broker. All items below must be corrected before mobilization clearance.

Deficiencies:

1. Completed operations additional insured endorsement (CG 20 37 or equivalent) is not attached.
2. General liability aggregate shows $1,000,000; contract requires $2,000,000 aggregate.
3. Waiver of subrogation in favor of [Your Legal Company Name] is not evidenced on the certificate or endorsements.
4. Commercial auto liability is required for vehicles on site; not shown on certificate.

Action required:
Resubmit the corrected ACORD 25 with all required endorsement PDFs attached. Our full requirements exhibit is attached for broker reference.

Deadline: [Due Date]
Submit to: [upload portal link or intake email]
Compliance contact: [Name], [email], [phone]

Thank you,
[Your Name]
[Your Title]
[Your Company Name]

Hi [Sub Contact Name],

Thank you for the updated certificate for [Project Name]. We have recorded the following as resolved:
• CG 20 10 (ongoing operations additional insured), accepted

Remaining deficiencies:
• CG 20 37 (completed operations additional insured) is still not attached.
• Description of operations field is blank; contract requires specific additional insured language (see attached exhibit).

Please have your broker address only the remaining items above and resubmit by [Due Date] to [upload portal link or intake email].

Thank you,
[Your Name]
[Your Company Name]

Hi [Sub Contact Name],

This is our second review notice for [Project Name]. We still cannot accept the certificate on file after the deficiencies identified on [First Rejection Date].

Outstanding items:
• [List remaining deficiencies with specific language]

[Vendor Name] remains not cleared for site access on this project. Please escalate with your broker today and confirm resubmission to [Compliance Contact Name] at [email].

If corrected documents are not received by [Due Date], we will notify project management and procurement per our vendor compliance policy.

Resubmit to: [upload portal link or intake email]

Thank you,
[Your Name]
[Your Title]
[Your Company Name]