Use this checklist before any subcontractor starts work on your project. Print it, embed it in your onboarding portal, or configure it as default requirements in your COI tracking system.
Missing one item can void indemnity protection, trigger owner default notices, or leave you paying claims that should have been insured.
Before work begins
Documents to collect
- Signed subcontract / scope agreement
- W-9 (legal name matches contract) — W-9 + COI guide
- Certificate of Insurance (ACORD 25)
- Endorsement copies when contract requires AI, WOS, or PNC
- State license (if applicable)
- Workers' comp exemption certificate (sole props, where allowed)
Commercial general liability
- Policy active on first day on site
- $1M per occurrence / $2M aggregate minimum (or contract amount)
- Products / completed operations included
- GC listed as additional insured (not just certificate holder)
- CG 20 10 confirmed for ongoing operations
- CG 20 37 confirmed for completed operations
- Expiration date covers project completion or renewal plan documented
Workers' compensation
- Statutory limits for project state
- Employer's liability limits meet contract ($500K–$1M typical)
- Policy active; exemption documented if applicable
- Separate expiration date logged (not assumed same as GL)
Commercial auto (if vehicles on site)
- $1M combined single limit minimum
- Any auto or hired/non-owned coverage as required
- AI and WOS on auto policy when contract requires
Umbrella / excess
- Required layer in place ($1M–$5M+ depending on project)
- Follows form over underlying GL, auto, employers' liability
Endorsements (when contract requires)
- Primary and noncontributory
- Waiver of subrogation on GL, WC, auto as specified
- Per-project aggregate if required for large contracts
COI accuracy checks
- Named insured = subcontract legal name = W-9
- Certificate holder name and address correct
- Policy numbers match endorsement documents
- Producer / agent contact listed and reachable
- No altered certificate language expanding notice beyond policy
During the project
- COI renewal requested 30 days before each policy expiration
- Updated COI received and re-verified before old policy expires
- Sub site access suspended if coverage lapses without replacement
- New subs onboarded with full checklist — no "start now, COI later"
- Documentation stored in one system (audit trail for owner / lender requests)
At project closeout
- Final compliance package: COI history showing continuous coverage
- No gaps in insurance dates during active work periods
- Lien waiver process aligned with final payments
- Endorsements archived with project file (statute of repose may apply years later)
Coverage minimums by project type
| Project type | Typical GL | Umbrella |
|---|---|---|
| Residential remodel | $1M / $2M | $1M–$2M |
| Light commercial TI | $1M / $2M | $2M–$5M |
| Multi-family / larger commercial | $2M / $4M | $5M+ |
Always defer to owner contract and state requirements when they exceed these baselines.
Automate what repeats
Every item on this checklist repeats for every sub, every project, every renewal. Spreadsheets break under that volume.
CoiLoop lets GCs set default requirements once, send subs a per-document upload checklist, and review certificates with the checklist beside the PDF — plus expiration alerts before policies lapse.
More resources: