How to get a Certificate of Insurance and why you might need a COI.

This article was originally published May 7, 2025

As a company owner or decision-maker, you know that operating a business comes with risk. That’s true for every type of company in every industry. Business insurance exists to protect companies and their employees from the financial impact of property damage, worker injuries, lawsuits, and other unexpected expenses. But owners aren’t the only ones who need to know their company is insured. That’s why you need to know how to get a Certificate of Insurance (or what some people call “proof of insurance”).

Oftentimes, other businesses you want to work with require a COI before they’ll partner with you. When do you need proof of insurance? What’s on the document? And how do you get it? Get answers to these and other crucial questions in our article.

What is a Certificate of Insurance (COI)? 

A Certificate of Insurance (COI) is another name for a proof of insurance document. If you have a THREE policy, this certificate confirms your coverage, especially to people who have a vested interest in your financial protection, such as a client or your landlord.

COIs are essentially a snapshot of your insurance policy that serves as evidence of insurance. They don’t go into the kind of depth that a certified copy of your insurance policy does. Instead, their purpose is to give the reader enough information to confirm you have the necessary coverage for whatever type of work you’re doing or the business relationship you’re entering into (like signing a lease).

What does a Certificate of Insurance typically include?

The information on an insurance certificate varies from one insurer to another, but it typically includes:

• Policyholder information: The name and contact information of the insured business.

• Insurer information: The name and contact details of the insurance company providing coverage.

• Policy number: A unique identifier for your insurance policy.

• Policy effective dates: The start and end dates of your insurance coverage.

• Types of coverage: A list of the specific types of insurance included in the policy (like Business Liability insurance, Workers' Compensation coverage, and more).

• Policy limits: The maximum amount the insurer will pay for a covered claim.

• Additional insured: Any third parties listed on the policy who, under the right circumstances, may be entitled to coverage. (Read more on business relationships and additional insureds below).

Why is a business Certificate of Insurance important?

Being able to provide evidence of insurance to business partners and other decision-makers promptly if requested is essential. Carrying insurance and proving you have it demonstrates that you’re a responsible business owner, which is reassuring to the people and companies you work with or for.

For a small business owner, a Certificate of Insurance can be particularly critical when engaging with new clients or vendors. It is the proof that opens doors to contracts. Having a COI ready to send removes a common administrative barrier, allowing you to finalize agreements and kick off projects smoothly. Providing the certificate upfront demonstrates professionalism and ensures clear compliance with contractual requirements, preventing the back-and-forth delays that can stall a new partnership.

This simple confirmation of insurance also provides powerful reassurance that builds client confidence. When potential partners see that you are properly insured, it signals that you’re a reliable and serious business operator, reducing their perceived risk in hiring you. Keeping your COI (and other insurance papers) current is a key part of staying project-ready, ensuring you can respond quickly and efficiently whenever a new opportunity arises.

How to request a Certificate of Insurance (COI) from THREE.

At THREE, we want you to have easy access to your COIs. We provide that access on our website. All you have to do is visit the Certificate of Insurance page and submit a request, and we’ll take it from there.

When making a COI request, it’s helpful to have basic information handy, including things like your policy number, email address, and the name and address of the person or entity that is requesting the COI.

After receiving your COI, it’s crucial to do the following:

• Review and verify the information. Carefully read the COI to ensure the information is accurate and complete. If you notice any errors or discrepancies, contact us to have them corrected.

• Provide the COI. Once you've verified the COI, provide it to the requesting party. You can typically do this electronically or by mail.

So, if you’re wondering how to get proof of insurance coverage, it’s actually very easy.

How much does a business Certificate of Insurance cost?

We’re happy to provide our customers with free COIs as confirmation of their insurance. This no-cost service is an especially valuable perk for freelancers and independent contractors, who often operate on a strict budget. For these professionals, a COI is more than just a document; it's a gateway to bigger opportunities. Many larger clients won’t even consider a bid or proposal without proof of insurance. Having a certificate ready communicates that you meet formal business standards, which provides confidence in your professional capability and shows you’re prepared for serious contracts.

While the requirements of business agreements can seem confusing, understanding what a COI is and how to get one doesn’t have to be overwhelming. Securing your certificate in advance is a simple step that demonstrates preparedness and helps you avoid last-minute administrative issues when finalizing a deal. By having your proof of insurance ready before it's requested, you can prevent delays and keep the momentum going.

Why add an additional insured on your COI?

An “additional insured” is a person or organization that you (as the “named insured”) designate to be granted coverage by the insurance policy under specific circumstances. They might want you to note this relationship on the COI. Common scenarios include: 

• Landlord-tenant relationships. Your landlord might require you to list them as an additional insured on a liability policy.

• General contractor-subcontractor relationships. A general contractor will often require subcontractors to add them as an additional insured on their liability insurance. If an accident occurs on the job site, and the subcontractor is at fault, the general contractor may be protected under the subcontractor's insurance.

• Client-vendor relationships. Sometimes, a client will require a vendor or service provider to list them as an additional insured on their liability policy. This may provide the client with additional protection in case the vendor's work or services cause damages or injuries.

• Lender-borrower relationships. A business lender might require a borrower to add them as an additional insured on their property insurance policy. This may safeguard the lender's financial interest in the property in case of damage or loss.

• Special events and venues. Venue owners or event organizers sometimes require vendors, exhibitors, or performers to list them as additional insureds on their liability policies. This may protect the venue or organizer from potential liability from the activities of the third parties.

Tips for managing your insurance certificates.

Now, you know how to get a Certificate of Insurance. As noted above, you can always request a COI for your THREE policy on our website. However, if you prefer to have one in your possession or you have insurance certificates for specialized policies from other providers, here are some pointers on how to ensure your COIs are always available and up-to-date:

• Stay organized. It’s a good idea to keep all your COIs in a secure, easily accessible location, electronically or in hard copy. This will help you provide them quickly when requested.

• Review your COIs regularly. You should periodically read your COIs to ensure they’re up-to-date and reflect your current insurance coverage.

• Stay in touch with your provider. Inform your insurance company of any changes to your business operations or contractual requirements that might affect your insurance needs.

By proactively managing your COIs, you can avoid potential pitfalls and ensure your business is always prepared to demonstrate its financial responsibility.

From the other side of the table, these certificates are just as vital. For procurement and risk management professionals, the COI is a key tool for vendor risk control, serving as the first checkpoint to confirm that a potential partner meets the organization’s minimum insurance standards. A streamlined process for reviewing certificates is crucial for efficient vendor onboarding, allowing new projects and partnerships to move forward without compliance bottlenecks.

Additionally, verifying the accuracy of a COI is essential to prevent future disputes, as a careful review can identify coverage gaps that might otherwise lead to costly issues. This diligence establishes consistency in compliance monitoring, ensuring that all vendors adhere to the same standards across multiple contracts and departments.

Be ready to share your proof of insurance.

A proof of insurance or COI is a vital document that plays a critical role in business insurance. It serves as proof of your company's financial protection, builds trust with clients and partners, and helps you comply with contractual and regulatory requirements. When you show someone a COI for the policy you purchased from THREE, they know your business is protected by a nationally recognized brand and a reliable business insurance provider.

By understanding the importance of COIs, the process for obtaining them, and the potential consequences of not having one readily available (breach of contract, lost business, etc.), you can ensure that your company is always prepared to demonstrate its commitment to risk management and seize opportunities without unnecessary delays.

If you have questions about COIs, our small business advisors are happy to assist you. Call us at 1-800-507-4495, Mon.–Fri. 8am–9pm ET. You can also learn more about business insurance in general with the various resources we provide online.