COI request email templates for general contractors

Hi [Sub Contact Name],

We need a current Certificate of Insurance on file before work can begin on [Project Name] ([Project Number]), scheduled to start [Mobilization Date]. Please forward this email to your insurance broker so they can issue the certificate with the specifications below.

CERTIFICATE HOLDER:
[Your Legal Company Name]
[Street Address]
[City, State ZIP]

ADDITIONAL INSURED:
[Your Legal Company Name] must be named as Additional Insured on your Commercial General Liability policy via endorsement forms CG 20 10 (ongoing operations) and CG 20 37 (completed operations), or approved equivalents for your carrier and state.

REQUIRED COVERAGE AND MINIMUM LIMITS:
• Commercial General Liability: $[X] per occurrence / $[X] aggregate
• Workers' Compensation: Statutory limits
• Employers' Liability: $[X] each accident (if required by contract)
• Commercial Auto Liability: $[X] combined single limit (if vehicles used on site)
• Umbrella / Excess Liability: $[X] per occurrence and aggregate (if required)

REQUIRED ENDORSEMENTS:
• Additional Insured — Ongoing Operations (CG 20 10 or equivalent)
• Additional Insured — Completed Operations (CG 20 37 or equivalent)
• Primary and Non-Contributory coverage
• Waiver of Subrogation in favor of [Your Legal Company Name]

DESCRIPTION OF OPERATIONS (if required by contract):
[Certificate holder is named as additional insured for work performed at [Project Address] per subcontract dated [Date].]

Please submit the certificate and any required endorsement PDFs by [Due Date] to [upload portal link or intake email].

If your broker has questions about our requirements, contact [Compliance Contact Name] at [phone] or [email].

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

Hi [Sub Contact Name],

Our records show your general liability policy on file for [Project Name] expires on [Expiration Date]. We need an updated Certificate of Insurance and endorsements before that date to keep your mobilization clearance active.

Please forward this renewal request to your insurance broker. The updated certificate must:

• Reflect the same certificate holder and additional insured parties as your current file
• Meet or exceed the minimum limits in your subcontract (attached)
• Include current CG 20 10 and CG 20 37 endorsements (or equivalents)
• Cover the full project duration through [Project End Date or TBD]

Submit the renewed certificate by [Due Date — at least 7 days before expiration] to [upload portal link or intake email].

Contact [Compliance Contact Name] at [email] with questions.

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

Hi [Sub Contact Name],

This is a reminder that we have not yet received your Certificate of Insurance for [Project Name] ([Project Number]). The original due date was [Original Due Date].

Please forward our requirements email to your insurance broker and submit the completed certificate to [upload portal link or intake email] as soon as possible.

Required items still outstanding:
• Current ACORD 25 certificate
• Additional insured endorsements (CG 20 10 and CG 20 37 or equivalents)
• Minimum limits per attached requirements

Contact [Compliance Contact Name] at [email] if you need a copy of the requirements resent.

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

Hi [Sub Contact Name],

We still do not have an acceptable Certificate of Insurance on file for [Project Name]. Your certificate was due on [Original Due Date] and is now [X] days overdue.

Until we receive and approve a certificate that meets our contract requirements, [Your Company Name] cannot clear [Vendor Name] for site access on this project.

Please have your broker issue the certificate today using the specifications we sent on [Original Request Date]. Submit to [upload portal link or intake email] and reply to confirm submission.

If there is a delay with your carrier, contact [Compliance Contact Name] at [phone] immediately so we can assess schedule impact.

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

Hi [Sub Contact Name],

Before mobilization on [Project Name], we need a Certificate of Insurance naming both [Your Legal Company Name] and [Owner Legal Name] as additional insured parties per the subcontract and owner requirements.

CERTIFICATE HOLDER:
[Your Legal Company Name]
[Address]

ADDITIONAL INSURED (must appear on endorsements):

1. [Your Legal Company Name]
2. [Owner Legal Name]

Required endorsements: CG 20 10 (ongoing operations) and CG 20 37 (completed operations), primary and non-contributory, waiver of subrogation in favor of both parties listed above.

Minimum limits and full endorsement list are attached. Please forward to your broker and return the certificate plus endorsement PDFs by [Due Date] to [upload portal link or intake email].

Broker questions: [Compliance Contact Name], [email], [phone].

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

Hi [Sub Contact Name],

We received a certificate for [Project Name], but it does not meet our contract requirements as written. This is not a rejection of your coverage. We need a revised certificate from your broker.

Please forward this message to your broker. Specific gaps:
• [List item 1 — e.g., GL aggregate $1M; contract requires $2M]
• [List item 2 — e.g., CG 20 37 completed operations endorsement not attached]

Our full requirements are attached. Resubmit the corrected certificate to [upload portal link or intake email] by [Due Date].

For detailed deficiency language, contact [Compliance Contact Name] at [email].

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