Subcontractor COI checklist for general contractors

Run this on every certificate before the sub starts, and again at each renewal. It follows the ACORD 25 from top to bottom. The certificate is the agent's summary of the sub's policies, and its own header says it "confers no rights upon the certificate holder". Where the list says to ask for an endorsement, that's because the certificate can't answer the question.

This is general information, not legal or insurance advice. Your subcontract decides what's required.

On the certificate

1. Date (top right). The certificate describes the policies on that day.
2. Producer. The agency that issued it, with an address and phone number you can confirm independently. That's who you call with questions.
3. Insured. The exact legal name on your subcontract. A sister company or a trade name is a different insured.
4. Insurers. Each one has a letter and an NAIC number, and each policy row points to a letter. You can look the company up in NAIC's Consumer Insurance Search.
5. General liability limits. Each occurrence and general aggregate at or above your contract's figures. The "general aggregate limit applies per" boxes show whether the aggregate is shared across all the sub's work (policy) or applies to each project.
6. Occurrence or claims-made. Most contractors' general liability is occurrence-based. If it's claims-made, ask how long the sub will keep it after the job.
7. Auto liability, if the sub drives to the site or hauls material. Check the boxes your contract asks for, such as any auto, or hired and non-owned autos.
8. Umbrella or excess, if your required limits are higher than the sub's primary policies.
9. Workers' compensation and employers' liability. PER STATUTE marked, and employers' liability limits at your contract's figures. In Washington, check the sub's account with L&I instead; the state sells the coverage itself.
10. The ADDL INSD and SUBR WVD columns. A "Y" is the agent's statement that the policy includes it. The endorsement is the proof.
11. Policy dates. Every row in force for the whole job. Write down the earliest expiry.
12. Description of operations. Read it. Project names, additional insured wording and limitations sometimes appear only here.
13. Certificate holder. Your company's legal name and address.
14. Cancellation. The current form says notice "will be delivered in accordance with the policy provisions". Standard policy conditions send that notice to the sub, so don't count on hearing about a cancellation.

Ask for these with the certificate

• The additional insured endorsements your subcontract requires: for example CG 20 10 for ongoing work and CG 20 37 for completed work, or a blanket form such as CG 20 38.
• Primary and noncontributory wording, such as ISO's CG 20 01, if your contract requires it.
• Waiver of subrogation endorsements, if required: CG 24 04 is the common ISO form for general liability, and WC 00 03 13 the common form for workers' comp.
• The insurer's financial strength rating, if your contract sets a minimum. AM Best publishes its ratings on its website.

Keep it current

Write every expiry date down and ask for the renewal before it arrives, not after. Re-run the list on each renewal, since limits and endorsements change from one policy year to the next. When a certificate looks wrong, confirm it with the agent at contact details you find yourself. How to spot a fake or expired certificate covers what to look for.

Where TradeGuard helps

TradeGuard reads the insurer, policy numbers, dates and limits from each certificate and checks them against the requirements you set: which coverages a sub needs, minimum limits, and whether you must be named as additional insured. It asks subs for renewals before their dates arrive. It doesn't read endorsement forms, so item 10 and the list above still need your own eyes.

FAQ

What should a general contractor check on a subcontractor's certificate of insurance?

The insured's legal name, each policy's dates and limits against your subcontract, the additional insured and waiver columns, workers' comp, and your name as certificate holder. Then ask for the endorsements the certificate refers to.

Is a certificate of insurance enough proof of coverage?

No. It summarizes the policies on the day it was issued and confers no rights on you. The policy and its endorsements are what cover you.

How often should I check subcontractor certificates?

Before the sub starts, at every renewal, and before you pay a sub whose certificate is close to its expiry date.