Verifying a subcontractor COI is not the same as receiving one. Every GC has a folder (or inbox) full of certificates that were "checked" once and never looked at again.
This guide walks through what to verify on every ACORD 25 before a sub touches your jobsite — and what to re-check when policies renew.
Step 1: Confirm the named insured
The named insured on the COI must match:
- The subcontract legal name on your contract
- The W-9 legal name
- The entity you are paying
Common failures: DBA vs LLC mismatch, missing "Inc." or "LLC," individual name vs company name for sole props.
Reject and reissue if names do not align exactly.
Step 2: Verify policy dates cover your project
Check effective and expiration dates for each policy line:
- Commercial general liability (CGL)
- Workers' compensation
- Commercial auto (if they drive to your site)
- Umbrella / excess (if required)
The GL expiration date must extend through your expected project completion — or you need a documented renewal process. A COI that expires in 90 days on a 6-month remodel is a gap waiting to open.
Step 3: Confirm coverage limits
Standard commercial minimums (adjust per contract):
| Coverage | Typical minimum |
|---|---|
| CGL | $1M per occurrence / $2M aggregate |
| Workers' comp | Statutory limits for project state |
| Employer's liability | $500K–$1M per accident |
| Auto | $1M combined single limit |
| Umbrella | $1M–$5M (project-dependent) |
Higher-risk trades (roofing, structural, demolition) and larger owner contracts often require $2M/$4M GL and multi-million umbrella layers.
Step 4: Additional insured — not just certificate holder
Confirm you are additional insured on CGL (and auto if required), not merely certificate holder.
Look for:
- CG 20 10 (ongoing operations)
- CG 20 37 (completed operations)
- Your legal name in the endorsement schedule or blanket AI wording
See: Certificate holder vs additional insured.
Step 5: Endorsements beyond AI
Scan the subcontract for:
- Waiver of subrogation (GL, WC, auto as specified)
- Primary and noncontributory language
- Per-project aggregate requirements on large jobs
- Completed operations AI (CG 20 37 — do not assume CG 20 10 covers it)
Request endorsement PDFs when the COI only references them in the description box.
Step 6: Workers' compensation
Every sub with employees needs active workers' comp for the project state. Solo subs may carry a state exemption certificate — verify it is current and applicable.
GL and WC expire on different dates. A sub can have active GL with lapsed WC. Check both every time.
Step 7: Validate authenticity
For new subs or high-value scopes:
- Call the producer (agent) listed on the COI to confirm policy is in force
- Match policy numbers to endorsement documents
- Watch for altered PDFs or limits that do not match carrier standards
Step 8: Log and monitor expirations
After verification:
- Store COI + endorsements in a single system (not scattered email)
- Log each policy expiration date
- Set reminders at 30, 14, and 7 days before expiry
- Block new work assignments if coverage lapses
Mid-project expiration is the #1 compliance failure mode for GCs running manual tracking.
Red flags that should stop work
- Expired or soon-to-expire policies without renewal plan
- Insured name mismatch
- Missing WC on a sub with employees
- AI noted on COI but no endorsement provided
- Limits below contract requirements
- Unknown producer / certificate not from listed agent
Put the checklist in your onboarding flow
Do not rely on project managers to remember these checks under deadline pressure. Encode requirements in your sub onboarding:
- Magic-link upload portal for subs
- Standard requirement template per project type
- Review UI with checklist visible next to the PDF
That is the workflow CoiLoop is built around — collect, review with context, renew before expiration.
Next: Subcontractor COI compliance checklist · Track insurance expirations