Find the gaps in how you check COIs.

Example: a team that checks the certificate by eye and tracks dates in a spreadsheet

1. 01When a sub's COI comes in, what do you check it against?

   We look over the dates and limits1 of 3

   The gapThe check isn't tied to what the sub agreed to.

   The fixSet the requirements from each subcontract's insurance exhibit, so a COI is checked against what that sub signed, not a generic list.

2. 02Do you read the endorsement pages, or only the certificate?

   Only the certificate1 of 3

   The gapThe certificate alone doesn't prove the coverage.

   The fixBeing the certificate holder doesn't make you additional insured. The endorsement does. Ask for the endorsement pages with the COI and check that they name you.

3. 03Do you confirm additional insured covers both ongoing and completed work?

   We go by the box checked on the certificate1 of 3

   The gapCompleted work may not be covered.

   The fixAdditional insured for ongoing work and for completed work are often separate endorsements. If your subcontract requires both, check for both.

4. 04Do you check primary and non-contributory and waiver of subrogation wording?

   We look for the words in the certificate's remarks2 of 3

   The gapThe sub's policy may not pay first, or may not waive subrogation.

   The fixIf your subcontract requires the sub's policy to pay first and to waive subrogation, confirm the endorsements say so, not only the remarks box.

5. 05Do you check that the description of operations matches the job?

   Sometimes2 of 3

   The gapThe COI may describe a different job or scope.

   The fixA description of operations written for another project or another scope can leave this job uncovered. Check that it matches this job.

6. 06How do you track policy expiration dates?

   A spreadsheet we keep up to date2 of 3

   The gapA policy can lapse mid-job without anyone knowing.

   The fixTrack each policy's own expiration, not one date per certificate, and ask the sub for the renewal before it lapses.

7. 07How do you get a missing or corrected COI back from a sub?

   We email when we notice1 of 3

   The gapThe chase depends on someone remembering.

   The fixPut the chase on a schedule that runs without you, and spell out the deficiency so the broker can fix it the first time.

8. 08If an owner or an auditor asked today, could you show each sub's current COI in five minutes?

   With an hour of digging2 of 3

   The gapThe answer lives in inboxes and folders.

   The fixKeep each sub's policies, expirations and status in one place, so the answer is a page, not a project.

Score = the points for each answer added up: 1 + 1 + 1 + 2 + 2 + 2 + 1 + 2 = 12 of 24.