Named Insured
The certificate identifies the person or business listed as the insured. The legal name should match contracts, licenses, invoices, and business records.
Contractor insurance learning center
Certificates of Insurance for Virginia Contractors
General contractors, property owners, municipalities, landlords, and customers frequently require proof of insurance before a contractor can begin work.
Understanding what a certificate shows, what it does not change, and which supporting endorsements may be required can prevent project delays and last-minute coverage problems.
The basic document
What is a certificate of insurance?
A certificate of insurance, commonly called a COI, is a standardized document that summarizes certain insurance policies, limits, and effective dates in force on the date the certificate is issued.
Contractors commonly use certificates to show customers, project owners, general contractors, landlords, municipalities, and other parties that required insurance policies are in place.
A certificate is evidence of insurance. It does not replace the policies, change their terms, extend coverage, or create rights beyond the actual policy forms and endorsements.
Important distinction:
A certificate holder is not automatically an additional insured.
Additional insured status must be provided by an applicable policy
endorsement.
Information shown on a COI
A certificate provides a summary, not the complete policy.
The standard certificate may display several policies carried by the contractor, but every entry remains subject to the underlying policy.
Insurance Companies
The document identifies the insurance companies providing the policies shown on the certificate.
Policy Numbers
Policy numbers may be shown for general liability, commercial auto, umbrella, workers compensation, or other listed coverage.
Effective Dates
The certificate shows when each listed policy begins and ends, subject to cancellation and other policy provisions.
Coverage Limits
Limits shown may include general liability, automobile liability, umbrella, workers compensation, and employers liability limits.
Certificate Holder
The requesting party’s name and address appear in the certificate holder section, but this alone does not grant additional insured status.
Common contractor requirements
A certificate request may involve more than proof of limits.
Contracts often require specific policy endorsements. The policies must support the requested wording before it can be accurately shown.
Additional Insured
A project owner, general contractor, landlord, or other party may request additional insured protection under the contractor’s general liability policy.
Primary & Noncontributory
The contract may require the contractor’s policy to respond before other available insurance, subject to the actual policy endorsement.
Waiver of Subrogation
A waiver may restrict the insurer’s right to recover from a specified party after paying a covered loss, subject to policy terms.
Completed Operations
Some contracts require additional insured protection for liability arising from the contractor’s completed work, not only ongoing work.
Certificate holder versus additional insured
These terms do not mean the same thing.
A certificate holder receives evidence that the listed insurance policies existed on the date the certificate was issued. Certificate holder status alone generally does not provide protection under those policies.
An additional insured may receive specified protection under an insurance policy through an endorsement. The scope depends on the endorsement, written contract, relationship between the parties, project, operations, and applicable policy terms.
Additional insured coverage is not unlimited. It may apply only to liability arising from the named insured’s operations and may contain restrictions involving completed work, negligence, limits, contracts, or state law.
- Certificate holder status does not alter the policy
- Additional insured status requires policy support
- Coverage can vary by endorsement
- Ongoing and completed operations are different
- Written-contract requirements may apply
- Requested status should be reviewed before work begins
Some contractor policies include blanket additional insured endorsements that apply when a written contract requires coverage. Other policies require each additional insured to be individually scheduled.
“Blanket” does not mean that anyone can be added automatically or that every request is covered. The endorsement may require a signed written contract completed before the work or loss and may restrict coverage to specific relationships or operations.
If the policy does not include the required endorsement, the agency may need to request a policy change from the insurance company. Additional premium, underwriting information, or carrier approval may be required.
Blanket and scheduled endorsements
The policy determines how additional insureds are added.
- Review the written contract
- Identify ongoing or completed operations
- Confirm the required party’s relationship
- Review blanket endorsement conditions
- Request scheduled endorsements when necessary
- Allow time for insurance company approval
Before signing a contract
Review insurance requirements before agreeing to them.
A contract can require limits or coverage that your current policies do not provide. Discovering that problem after winning the job can cause delays or unexpected expense.
Required Liability Limits
The contract may require higher general liability, commercial auto, employers liability, or umbrella limits than the contractor currently carries.
Additional Insured Forms
Some contracts request specific endorsement editions or coverage broader than the policy provides.
Professional or Pollution Liability
Design responsibility, environmental work, hazardous materials, or pollution exposure may create requirements not covered by ordinary general liability.
Umbrella Requirements
Large projects may require umbrella or excess liability limits over general liability, commercial auto, and employers liability.
Notice of Cancellation
A contract may request cancellation notice that differs from the rights and notice provisions actually provided by the policies.
Special Contract Wording
Broad indemnification, waiver, insurance, or risk-transfer language should be reviewed by qualified legal counsel before the contract is signed.
Insurance agents do not provide legal advice.
We can explain available insurance policies and endorsements, but a
qualified attorney should interpret contractual obligations.
Why certificate requests are sometimes delayed
Not every request can be completed immediately.
Straightforward certificates can often be processed quickly when the policy already supports the request and complete information is provided.
Missing Information
An incomplete holder name, address, project description, or set of requirements can prevent accurate certificate issuance.
Policy Change Needed
The requested endorsement, limit, vehicle, location, or operation may not currently be included in the contractor’s policy.
Carrier Approval
Certain endorsements and specialized wording must be reviewed and approved by the insurance company.
Conflicting Requirements
The requested language may not match the coverage provided by the policy or may attempt to change coverage through the certificate.
A complete request
What Ford Agency needs to issue a certificate
- Your business name and contact information
- Certificate holder’s complete legal name
- Certificate holder’s mailing address
- Project name, number, or location
- Description of operations when requested
- Written insurance requirements
- Relevant contract pages when applicable
- Additional insured requirements
- Waiver of subrogation requirements
- Primary and noncontributory requirements
- Requested delivery email or contact
- Date the certificate is needed
Sending the actual written requirements is more reliable than paraphrasing them. It allows the agency to compare the request with the policies and endorsements.
Submit a certificate requestManaging subcontractor certificates
Contractors should collect COIs from subcontractors before work begins.
Certificates help document a subcontractor’s insurance and may be important during policy audits and claims.
Confirm the Named Insured
The insured name should match the subcontractor’s contract, invoices, payment records, and legal business identity.
Check Policy Dates
Coverage should remain active during the entire period in which the subcontractor performs work for your business.
Review Limits
Confirm that general liability, workers compensation, commercial auto, and other required limits meet your standards and contracts.
Review Operations
A certificate does not reveal every exclusion. Confirm that the subcontractor’s policy is intended for the actual trade and work being performed.
Request Endorsements
If your contract requires additional insured or waiver protection, obtain supporting endorsements rather than relying only on the certificate.
Track Renewals
Request updated certificates when a subcontractor’s policies expire during an ongoing project or working relationship.
Coverage behind the certificate
A COI is only as useful as the insurance program it summarizes.
Frequently asked questions
Contractor certificates of insurance
Certificate and endorsement requirements vary by contract, project, requesting party, policy, and insurance company.
A certificate is a summary showing certain policies, limits, and effective dates in force on the date it is issued. It is evidence of insurance but does not replace or amend the policies.
No. Listing a party as a certificate holder does not grant additional insured status. That protection must be provided by the applicable policy endorsement.
Provide the holder’s complete name and address, project information, written insurance requirements, relevant contract pages, requested endorsements, delivery contact, and date needed.
No. The certificate must accurately reflect coverage provided by the policies and endorsements. It cannot create protection the insurance company has not issued.
The request may require a policy endorsement, higher limit, umbrella coverage, newly disclosed operation, additional vehicle, different classification, or another change not included in the existing policy.
Yes. Obtain certificates before work begins, review policy dates and limits, request required endorsements, and retain the records for claims and insurance audits.
Ford Agency insurance clients can use the online certificate request page. Include the complete certificate holder and project requirements so the in-house service team can process the request accurately.
Current Ford Agency insurance clients
Need a certificate for a customer, project, or contract?
Send the complete certificate holder information and written insurance requirements through Ford Agency’s service center.