Lanyrde · Review checklist
Certificate of insurance (COI) review checklist for vendor records
A repeatable way to compare what a vendor certificate shows with the requirements your team has documented.
A certificate summarizes selected insurance information. It does not guarantee that a claim is covered or prove that a policy is currently in force. The Georgia Office of Commissioner of Insurance describes a COI as a synopsis as of issuance, and Virginia law says a certificate cannot change or extend policy terms. See the Georgia OCI certificate guidance and Code of Virginia § 38.2-518. The District of Columbia’s Department of Licensing and Consumer Protection also cautions that a COI does not automatically mean coverage will be provided for every issue.
Review each certificate
Six checks to record consistently
Keep the certificate, the requirement being checked, and the follow-up outcome together so another reviewer can understand the decision path.
Check 1
Named parties
Compare the named insured with the vendor entity in your records. Note any name difference and ask the vendor or broker to clarify it.
Check 2
Coverage lines and limits
Read each relevant line and limit as printed. Compare it with the requirement documented for this vendor and scope; do not substitute a generic industry amount.
Check 3
Policy dates
Record the effective and expiration dates shown for each relevant line. If a date is missing, unclear, or past, request clarification and current status from the broker or insurer.
Check 4
Operations and project description
Read the operations or description field for context. Do not treat a short certificate description as a complete statement of the policy wording.
Check 5
Requested endorsements
If the written agreement calls for an endorsement, record whether it was provided for review. A COI entry alone is not a substitute for checking the requested endorsement document.
Check 6
Open questions and follow-up owner
Mark a field as shown, missing, unclear, or awaiting confirmation. Assign an owner and retain the response or supporting document with the review record.
What a COI can’t settle
Treat the certificate as a summary, not the policy
The form is a snapshot of selected information, not the policy itself. A listed limit, date, or coverage description does not guarantee that a particular loss falls within coverage, and the certificate by itself does not prove that the policy remains in force. When current status, a policy term, or an endorsement matters, ask the broker or insurer to confirm it and provide the relevant documentation.
Make the review easier to repeat
Lanyrde helps teams keep vendor certificates, recorded requirements, and follow-up items together for review.