How to request a COI from your agent
Bring together the client’s instructions, the project details and a clear deadline before asking your agent to prepare documents.
Start with the purpose of the request
A certificate of insurance summarizes insurance information, such as coverage types, policy dates and limits. Your insurer or agent is the appropriate starting point for obtaining the actual document. Some insurers provide account-based certificate requests; availability varies by provider.
Prepare one clear message
- Identify your business using the name on your insurance documents.
- Get the intended certificate holder’s exact legal name and mailing address from the client.
- Describe the project and its location.
- Provide the client’s written insurance requirements through a suitable channel.
- Give the document deadline and planned work dates.
- Ask what can be documented and what requires additional action.
Keep unconfirmed information visible
If the client has not supplied an exact name or address, say so. A useful request can still be prepared, but the unanswered question should remain on your checklist. Our builder lists missing details instead of inventing them.
A better question for your agent
This phrasing asks for a professional assessment without declaring that your policy satisfies a particular requirement. If the client mentions additional insured status or specific notice wording, include that as a separate question.
After the agent responds
Compare the business name, recipient details and project information with your request. Ask the agent about discrepancies or outstanding items. Save the request, response and documents together so you can find the conversation when the project changes.
Source
The Hartford: Certificate of Insurance — definition, typical fields and provider-specific request options. Preparation steps are COI Desk’s editorial workflow. Source checked October 27, 2026.