How To Organize Certificates of Insurance (COIs)

organize certificates of insurance
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It is often a dilemma for most people when they have to organize certificates of insurance.

In this article today, I will show you how to organize certificates of insurance in the best possible ways.

While it is important to collect certificates of insurance when you work with a vendor for the first time, it is of top priority to maintain current documents.

The continual maintenance of accurate and current documents is quintessential because having missing records, certificates, and expired policies do not insure against risks.

Be protected against potential claims when you follow any of the following points I have explained how to organize certificates of insurance.


6 Steps on How To Organize Certificates of Insurance

Get Certificate of Insurance From Third-party Issuers

The first step on how to organize certificates of insurance is to collect certificates from vendors, contractors, tenants.

Always request documents when you have agreed on the relevant requirements for a contract.

Once you have signed an agreement, ask for a certificate and other relevant insurance documents.

Get Additional Insured Status

With additional insured status or endorsement, you get a liability policy to cover other parties.

You may enjoy extra protection when claims are filed if you are added to a policy. 

Review Certificates Thoroughly

Always review certificates thoroughly before filing them. This is a good practice, one you must engage in always.

As you review these certificates, take note of the provisions of the policy, exclusions, and expiration dates.

Make sure the policy contains all the terms that have been agreed on. If you notice any omissions, ask the holder for corrections. 

You also need to review the vendor’s endorsement to see if it offers the exact coverage you need.

Be sure there are no exclusions and the policy endorsements are clear. If you do not understand the language, tell your insurance agent to explain the concepts to you.

Get Updated Certification

If you will be able to attend to claims your certificates must be up to date. Before the expiration of coverages, reach out to your vendors.

For every time policies get renewed, you should request updated certificates. It is crucial to collect certificates of insurance for proper organization.

Use a Tracking Software or an Organizational Scheme

It could be difficult trying to track and follow up on certificates. The process can be simplified when you use tracking software.

With tracking software, you can store documents, detect exclusions, connect with vendors, and conduct monitoring.

Alternatively, you can make use of an organizational scheme.

You can organize certificates using alphabets and set reminders to give you a notice before certificates expire.

Seek Professional Advice

You will need professional help and advice so you can be sure of the risks your company is exposed to and the kind of coverage that would be suitable.

Liabilities and insurance needs are rapidly changing. Your company would need all the protection available if claims are filed against her.

Seek professional advice to be sure your company is getting the right coverage.



It should not be a problem to organize certificates of insurance. The steps I have outlined will help you in doing so.

Proper organization of certificates of insurance is crucial if you must attend to claims and insure risks properly.

Brodrick Emmanuel Ebube
Brodrick Emmanuel Ebube is the content manager at He works with other contributors from the ideation of content and down to its execution. He ensures that all articles published on our blog meet international standards, and are well-optimized for search engines. Connect with him on Twitter - @gospelcaster_ng

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