COI Compliance Checklist for General Contractors

Staying on top of subcontractor insurance compliance is one of the most important — and most neglected — responsibilities for general contractors. This checklist covers every stage of COI management, from onboarding a new subcontractor to closing out a project.

Use it as a reference, print it out, or better yet, automate it with CoverCheck.

Phase 1: Subcontractor Onboarding

Complete these steps before any subcontractor steps on your job site.

Required Documents

• Receive current Certificate of Insurance (ACORD 25 or 25-S) from subcontractor
• Verify COI is no more than 90 days old
• Confirm policy covers the full project duration (start to completion)
• Ensure subcontractor has signed your master service agreement with insurance requirements

Policy Verification

• General Liability: minimum $1M per occurrence / $2M aggregate
• Workers Compensation: statutory limits, check state requirements
• Auto Liability: $1M combined single limit (if subcontractor drives on site)
• Umbrella/Excess Liability: $2M+ if required by your contract
• Professional Liability: if subcontractor provides design or engineering services
• Pollution Liability: if work involves hazardous materials

Endorsements

• Your company is listed as an Additional Insured (ISO Form CG 20 10 or equivalent)
• Waiver of Subrogation is included (ISO Form CG 25 01 or equivalent)
• Primary and Non-Contributory wording is included where required
• 30-Day Notice of Cancellation endorsement is attached (CG 02 38 or equivalent)

Insurance Company Verification

• Insurance company is admitted and licensed in your state
• AM Best rating is A- or better (check at ambest.com)
• Policy number is valid (call the agency to confirm the policy is active)
• Agent contact information is listed (name, phone, email)

Phase 2: Ongoing Compliance Monitoring

Repeat these steps throughout the project lifecycle.

Weekly (for active projects)

• Review new subcontractor COIs added during the week
• Check for any expired policies approaching within 60 days
• Send reminder emails to subcontractors with upcoming expirations

Monthly

• Run a full compliance report for every active project
• Follow up on any unreturned reminders from the past 30 days
• Spot-check 10% of subcontractor COIs by calling their insurance agent to verify active status
• Update project owner compliance reports if required by contract

Quarterly

• Audit 100% of subcontractor COIs on active projects
• Verify Additional Insured endorsements are still in place (subcontractors may drop this on renewal)
• Check that Waiver of Subrogation is included on all renewed policies
• Review coverage limits to ensure they meet current contract requirements
• Update your insurance requirement template if needed (limits increased? New endorsements needed?)

Phase 3: Expiration Management

The most critical phase — this is where most compliance gaps happen.

60 Days Before Expiration

• Send automatic or manual reminder to subcontractor
• Include renewal requirements (Additional Insured, Waiver of Subrogation, limits)
• Provide a deadline for submitting new COI (at least 30 days before expiry)

30 Days Before Expiration

• Send second reminder with escalation language
• Notify project owner if contract requires it
• Flag subcontractor as "at risk" in your tracking system

7 Days Before Expiration

• Send final notice: subcontractor will be removed from site if no new COI received
• Prepare backup plan: identify replacement subcontractor if needed

Day of Expiration

• If no valid COI received, remove subcontractor from job site
• Document the removal and attempted communications
• Notify project owner
• Do not allow subcontractor back until valid COI is received and verified

Phase 4: Project Closeout

Final compliance steps when the project ends.

• Archive all COIs for the project in a central, searchable location
• Verify final COIs cover the entire project duration (including any punch list work)
• Provide compliance report to project owner if required
• Document any lapses or compliance issues that occurred during the project
• Retain all COI records for minimum 3 years (longer in some states)

Tools to Make This Easier

Following this checklist manually is possible if you have fewer than 10 subcontractors. Beyond that, you need automation.

CoverCheck.us handles the entire workflow:

• AI extracts policy fields, Additional Insured status, and Waiver of Subrogation from every uploaded COI
• Automated reminders go out at 60, 30, and 7 days before expiration
• Subcontractors can upload new COIs through a self-service portal
• Real-time dashboard shows every subcontractor's compliance status
• Exportable reports for project owners and stakeholders

Start your free trial today and check every item on this list without lifting a finger.