Chasing vendor COIs by email is one of the most repetitive tasks in property management. A clear process — and consistent templates — reduces back-and-forth and gets certificates before work starts.
When to request a COI
- Before signing the contract or issuing a PO
- Before the vendor’s first day on site
- 30 days before every policy expiration
- When scope of work changes (higher risk = verify higher limits)
What to ask for
- Current ACORD 25 certificate of insurance
- Additional insured endorsement (if required by your contract)
- W-9 for payment processing (separate from COI but often collected together)
- Workers comp waiver only if legally valid in your jurisdiction
Email template: initial COI request
Subject: COI required before work begins — [Property / Project name] Hi [Vendor name], Before your team starts work at [address], we need a current Certificate of Insurance (ACORD 25) meeting these requirements: • General liability: $1M per occurrence minimum • Workers compensation: statutory limits (required if you have employees) • [Your company / HOA name] listed as certificate holder • Additional insured on general liability (if per our agreement) Please reply with the PDF attached or upload via [portal link]. Work cannot begin until we confirm compliance. Thank you, [Your name]
Email template: expiration reminder
Subject: Action needed — COI expiring [date] for [Property name] Hi [Vendor name], Our records show your certificate of insurance expires on [date]. Please send an updated COI before that date to avoid interruption of access to the property. Reply with the updated PDF or use your upload link: [link] Thank you, [Your name]
Stop chasing — use a vendor portal
Email templates help, but automation helps more. CertGuard gives each vendor a secure upload link — no account, no fee. You set requirements; they upload; you get reminders and compliance flags. Try free or use our COI audit checklist while you onboard vendors.