When organisations collaborate on projects with multiple parties, they can face a variety of liability issues, including property damage, bodily harm, product liability, and advertising. To offset these risks, each party comes to a business agreement which should have some form of insurance coverage, but examining each policy takes time and adds the danger of important facts being ignored. Using a Certificate of Insurance (COI) can help businesses mitigate these risks effectively. If a certificate of insurance is required in your day-to-day operations or project, make sure your partner provides one.

As an insurance business, understanding the strategic value of COIs can enhance your service offerings and protect your clients.

What is a Certificate of Insurance?

A certificate of insurance (COI) is a one-page document outlining important information from an insurance policy. Although it is not a replacement for a genuine and original insurance policy, the COI acts as proof of insurance and proof of specific insurance coverage.

As a requirement of doing business with the insurance company, clients may request a COI. For informational purposes solely, the COI can be issued without a specific certificate holder. A COI holder may be a direct beneficiary of the insurance policy.

The insurance coverage may provide them with only a limited or no immediate cash advantage (i.e., they want evidence of the coverage and notification if the policy is cancelled).

Who Needs a Certificate of Insurance (COI)?

The answer to this question is contingent on the function your organisation plays in a joint venture. For example, if you own a restaurant and work with a company that supplies you with meat products, you’ll want to make sure they’re covered. What’s up with that? Because if they aren’t covered and sell you rotting meat, your insurer will have to cover all of the damages if your customers become ill and file lawsuits against you

Similarly, if your restaurant is engaged to host a function, the person or group employing you will want to know that you are insured before signing the contract and granting you the work and will most likely seek a Certificate of Insurance (COI).

The act of requesting an insurance certificate has nothing to do with trust. It’s all about limiting risk and ensuring that you’re covered if something goes wrong. Even if you trust the company with whom you’re partnering and have previously worked with them, you should still request a COI whenever you sign a new contract or agreement with them. This eliminates the possibility of you incurring unnecessary risks for the work that your partner company has been paid to do.

Having a certificate of insurance can be the difference between obtaining the job and not getting the job. Each time you sign a contract with a new or existing client, you’ll need one. Simply said, it denotes the existence of your coverage.

To ensure that your insurance policy is legitimate and in existence, clients want you to supply them with a certificate of insurance. They want to know that if there are any claims, they won’t be held liable for any injuries, poor workmanship, or damages resulting from your job. Even if your client is aware of your policy, issuing a COI adds validity and professionalism to your image and that of your company.

Your clients may rest easy knowing that your insurance policy is up to date. Your customer could be held liable if you cause any damages or accidents without the certificate. You don’t want to lose your work because you are unable to show the certificate.

Why Are Certificates of Insurance (COIs) Essential?

Insurance certificates are vital for you, your partners, and your consumers. Being able to offer proof of insurance as a firm that is insured makes it much easier for you to form partnerships and expand your business. Few firms or clientele nowadays are willing to partner or deal with an uninsured corporation, so being able to secure a certificate of insurance (COI) when needed is critical to your company’s success.

If you’re bidding on a contract or work, the company you’re bidding on will almost always need you to submit a certificate of insurance (COI) with your bid. In most circumstances, having sufficient insurance and being able to show it will offer you an advantage over other companies bidding on the same work who may not be legally covered.

There may be situations when you are the one who requests a COI from another company. If you’re a construction business that frequently employs subcontractors to collaborate with you, for example, you should ask for proof of insurance from these subcontractors. If your subcontractors make a mistake that causes damage to properties or injuries and they don’t have insurance, you could be held liable.

Read More: Why digitalizing certificate of insurance delivery is a game-changer

Three Key Reasons Insurance Businesses Should Prioritize COI Management:

Issuing a COI promptly reinforces your agency’s professionalism and reliability. It assures clients and partners that the insured party has valid and adequate coverage, building trust in your service.

• Streamlines Operations:

Managing multiple clients and policies means COI requests are frequent. Efficient handling of COIs—whether through automation or structured workflows—saves time for your team and your insureds.

Ensuring that correct COIs are issued and tracked reduces exposure to compliance errors, omissions, or policy lapses that could lead to liability issues for your clients or legal complications for your agency.

At FBSPL, we help insurance agencies optimize these processes through strategic outsourcing and automation. Contact us today to explore how we can support your operations.