Template

Certificate of insurance request letter template

Short answer

Use this template to request a current certificate of insurance from a vendor, contractor or tenant, or to ask for a renewed certificate before the previous one expires. It lists the coverage you require under the contract, the evidence to supply, the deadline, and who receives it.

By Pactinel editorial teamReviewed on October 22, 20262 min read

How to use

Find the insurance clause and any schedule. Note the required lines of coverage, minimum limits, additional insured and waiver requirements, notice of cancellation, and the required duration (see the COI tracking guide).
Fill in the coverage table with the contract requirements, not generic ones.
Send it to the counterparty's contract or risk contact, and ask for the broker's email if the counterparty usually delegates.
A certificate of insurance is evidence, not the policy; where the contract requires endorsements, ask for them.
Record the expiry date of each policy on the certificate and diarize a reminder before it (obligation register).
Read the notice clause if you send this as a formal contractual notice; a courtesy request can go by email.

Template

[Your company legal name] [Your address]

[Date]

To: [Counterparty legal name] Attention: [Contract or risk contact] [Counterparty address or email]

Re: Request for certificate of insurance under [Contract title] dated [Contract date]

Dear [Contact],

Section [clause number] of our agreement requires [Counterparty legal name] to maintain insurance. Please send us a current certificate of insurance by [Date] showing:

Coverage Minimum limit required Other requirements
[Commercial general liability] [Amount and currency] per occurrence / [Amount] aggregate [Additional insured: [Your company legal name]]
[Professional / errors and omissions liability] [Amount and currency] [Retroactive date, claims-made terms]
[Workers' compensation / employer's liability] [Statutory / amount] [Waiver of subrogation]
[Cyber liability] [Amount and currency] [Notes]
[Other coverage] [Amount and currency] [Notes]

The certificate should: name [Your company legal name] as certificate holder [and additional insured, with the relevant endorsement]; show policy numbers, insurer names, effective and expiry dates; and provide for [number] days' notice to us of cancellation where the policy allows.

Our records show your current certificate expires on [Expiry date]. Please also send the renewed certificate before that date.

Please send the documents to [Name] at [Email]. If you need more information, contact me at [Phone / email].

Thank you,

[Name] [Title] [Your company legal name]

Coverage	Minimum limit required	Other requirements
[Commercial general liability]	[Amount and currency] per occurrence / [Amount] aggregate	[Additional insured: [Your company legal name]]
[Professional / errors and omissions liability]	[Amount and currency]	[Retroactive date, claims-made terms]
[Workers' compensation / employer's liability]	[Statutory / amount]	[Waiver of subrogation]
[Cyber liability]	[Amount and currency]	[Notes]
[Other coverage]	[Amount and currency]	[Notes]

Checklist when you receive the certificate

Check	Done
Insured name matches the contracting entity	[ ]
Each required line of coverage is shown with limits at or above the minimum	[ ]
Policy period covers the contract period or current period	[ ]
Additional insured, waiver and notice-of-cancellation items present if required	[ ]
Expiry dates recorded and reminders set	[ ]

This template is general information, not legal advice or insurance advice. Coverage requirements depend on your contract; ask a broker or lawyer if unsure whether a certificate is sufficient.

Pactinel can track insurance expiry dates alongside other obligations; see the free plan.