COI Request Email Templates for Vendors & Insurance Brokers

Subject: Certificate of Insurance (ACORD 25) & W-9 request for [Your Company Name]

Hi [Vendor Contact Name],

Before we can clear your account for upcoming work and invoice payments at [Property / Project Name], please have your insurance broker provide a current ACORD 25 Certificate of Liability Insurance and a signed W-9 meeting these requirements:

- Commercial General Liability: $2,000,000 Each Occurrence / $4,000,000 General Aggregate (Occurrence form)
- Automobile Liability: $1,000,000 Combined Single Limit
- Workers' Compensation: Statutory limits + $1,000,000 Employer's Liability
- Certificate Holder: [Legal Entity Name & Address]
- Additional Insureds: [Owner Legal Entity] and [Management Company Legal Entity], on a primary and non-contributory basis, with endorsement pages CG 20 10 and CG 20 37 attached
- Waiver of Subrogation: Marked on General Liability, Auto, and Workers' Compensation

You or your broker can upload the PDF directly here (no login required):
[Insert Portal Link]

Thank you,
[Your Name]

Subject: COI revision request for [Vendor Legal Name] (requested by [Your Company Name])

Hi [Broker Contact Name],

We reviewed the ACORD 25 certificate of insurance on file for [Vendor Legal Name] and noted the following items needed to match the contract requirements for [Property / Project Name]:

1. General Liability Each Occurrence is $1,000,000, but $2,000,000 is required (or an active occurrence-form Umbrella policy stacking to $2,000,000).
2. The Additional Insured ongoing and completed operations endorsement pages (CG 20 10 and CG 20 37) are not attached.
3. Waiver of Subrogation is not indicated in the SUBR WVD column.

You can upload the revised ACORD 25 PDF directly at the link below or reply to this email with the PDF attached:
[Insert Broker Upload Link]

Best regards,
[Your Name]

Subject: Insurance renewal reminder for [Vendor Legal Name] — expires [Expiration Date]

Hi [Vendor Contact Name],

Our records show that the [Coverage Line] policy on file for [Vendor Legal Name] expires on [Expiration Date] (in 30 days).

To prevent an automatic payment hold when the current policy expires, please forward this note to your insurance broker and upload the renewed ACORD 25 certificate (including required Additional Insured and Waiver of Subrogation endorsements) here:
[Insert Portal Link]

Thank you,
[Your Name]