Guide
How to Collect COIs from Subcontractors
By Keelstar Team · Updated June 1, 2026
The short answer
Before any subcontractor steps on site, send your insurance requirements with a certificate holder address, validate the ACORD 25 against your checklist, collect missing endorsements, and store everything in the subcontractor file with expiration tracking. Do not rely on the GC's certificate alone — collect directly from each tier you are responsible for under your contract.
Why subcontractor COI collection is harder
Subcontractors churn frequently, work multiple jobs under different entities, and may not read your insurance exhibit until mobilization. Certificates arrive incomplete — wrong limits, missing additional insured endorsements, expired dates, or a named insured that does not match the sub on your agreement. Email attachments get lost between the field office and AP.
Collect before mobilization, not after
Gate site access and payment on compliant insurance — same as W-9 collection. Send requirements at contract execution: minimum limits, additional insured forms, waiver of subrogation, primary/non-contributory language, and your certificate holder block. Include a sample ACORD 25 with your address pre-filled. No COI, no start date.
Validate every certificate on intake
Review each ACORD 25 against your tier checklist before filing it.
- Named insured matches the subcontractor legal entity
- General liability, auto, workers comp, and umbrella limits meet requirements
- Each policy expiration date captured separately
- Additional insured and waiver endorsements attached when required
- Description of operations references your project or location
Track tiers and flow-down
On large construction projects, you may require subs to collect COIs from their subs. Document who is responsible for downstream compliance in your subcontract. Property managers hiring a general maintenance contractor should clarify whether the GC will provide sub COIs or whether you collect from named trades directly.
Renewals and mid-project swaps
When a sub is replaced or adds a new trade mid-project, restart collection. Do not assume a predecessor's certificate covers the new entity. Set 30–60 day expiration reminders and require updated certificates before policies lapse — especially on long healthcare renovations or multi-phase construction.
Keep an auditable subcontractor file
Store each certificate with received date, reviewer, deficiencies noted, and endorsement PDFs. Owners and lenders ask whether subs were insured when work occurred — not whether they are insured today. A monitored workflow beats a shared folder that nobody updates after closeout.
Frequently asked questions
- Do I need COIs from subcontractors I do not pay directly?
- Often yes. Construction and property contracts flow insurance requirements down the chain. If your agreement makes you responsible for downstream compliance, collect certificates from every tier that performs work on your project or premises.
- Can I accept a COI from the general contractor on behalf of a sub?
- Only if your contract allows it — and even then, direct collection gives you broker contact info and renewal control. Relying on forwarded PDFs is a common gap when coverage lapses.
Related guides
Put this into a monitored workflow
COI Tracker handles this continuously — with reminders and an audit trail.