How to check a subcontractor certificate of insurance against your contract
A practical routine for small general contractors. It is not insurance or legal advice; your broker and your contract decide what is enough.
1. Write down the contract requirements
Open the subcontract's insurance section or exhibit and note: the general liability each occurrence and general aggregate minimums, the date coverage must remain in force through (often the end of the work plus any completed-operations period your contract states), the exact certificate holder name and address, and whether the contract requires an additional insured endorsement and a waiver of subrogation. Note auto, umbrella/excess and employers' liability minimums too if the contract has them. Enter them once per project in COIGap.
2. Compare the general liability limits
On the common certificate of liability insurance form, the GL line lists EACH OCCURRENCE and GENERAL AGGREGATE. Compare each with its own minimum: a $1,000,000 aggregate does not meet a $2,000,000 aggregate requirement even when the occurrence limit is fine. An umbrella can sometimes be used toward a limit under your contract's terms; COIGap does not combine lines, so ask your broker if that applies.
3. Check policy dates against the coverage-through date
Each coverage line has its own policy effective and expiration date. A policy that expires before your coverage-through date is a gap to track: ask for the renewal certificate when the policy renews. A policy that has already expired needs a current certificate now.
4. Check the certificate holder
The certificate holder box should name your company exactly as the contract says, with the right address. A different entity name is a discrepancy; an address written differently (St vs Street) is something to compare by eye.
5. A checked box is not an endorsement
The ADDL INSD and SUBR WVD columns on a certificate are indicators. A certificate is issued for information only and does not amend, extend or alter the policy. If your contract requires additional insured status or a waiver of subrogation, ask for the endorsement itself (the policy form that grants it) and have your broker review its wording against your contract. COIGap therefore records the box and the endorsement as two separate items, and even a received endorsement is shown as user-confirmed: broker review, never as a pass.
6. Scanned certificates
Many certificates arrive as scans with no selectable text. COIGap will not guess from pixels: it tells you no text was found, shows the pages on your screen, and you type the fields. Typed values count as entered by you. Values read from a text PDF stay unverified until you tick that they match the certificate, so a misread value can never show as a match.
7. Send a specific correction request
Vague requests ("please send a compliant COI") get slow answers. List each item: what the certificate shows, what the contract requires, and what you need. For example: "The certificate shows a general liability general aggregate of $1,000,000; the contract requires at least $2,000,000. Please provide a revised certificate showing at least $2,000,000." COIGap writes this list for every certificate and, with the project report, prints one correction report per subcontractor.
Checklist
- Requirements entered from the subcontract (limits, coverage-through date, holder, endorsements)
- GL each occurrence and general aggregate compared separately
- Every required line's expiration on or after the coverage-through date
- Certificate holder name and address as in the contract
- ADDL INSD and SUBR WVD boxes recorded as shown
- Additional insured and waiver endorsements received as copies, and sent to your broker for review
- Every value read from a PDF verified against the certificate
- Correction request sent; renewal date noted
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COIGap compares certificate fields with the contract requirements you enter. It does not determine coverage, compliance or approval, and it is not affiliated with ACORD or any insurer.