COI Renewal Review Checklist for General Contractors

A replacement certificate of insurance can arrive on time and still leave a project’s insurance file incomplete. Before closing the renewal, compare the old and replacement evidence one required policy line at a time. Record which documents cover which dates, what changed, which requirements need another review, and who owns each outstanding item.

This worksheet is for general contractor project administrators who already have the first COI and are reviewing a new packet. For a policy date that has already passed, use the expired insurance response checklist.

Open three files before marking anything complete

Open the current project insurance exhibit, the prior accepted packet, and the incoming renewal packet. Use the exhibit as the requirements list. Use the prior packet to spot changes, including differences that were accepted only for a particular period or scope. Record the new documents under their own term so the old review remains retrievable.

A COI typically summarizes the named insured, policy dates and limits. The certificate does not change the policy. Where an exhibit calls for evidence beyond the certificate, tie each attachment to the requirement and ask your broker to evaluate ambiguous wording. Travelers explains what a COI summarizes. The Texas Department of Insurance FAQ addresses certificate wording and copies of policies and endorsements for Texas risks.

Use one row for each required policy line

Start with these worksheet columns. Add a row whenever a project requirement needs its own decision, even if several rows reference the same certificate.

Compare dates separately for each row. A new general liability entry does not close an outstanding auto row. If dates appear to overlap or leave a gap, record the dates as shown and ask the producer to confirm the terms and applicable times. Keep the decision open while that question is outstanding.

Work a renewal with staggered dates

In this fictional example, Ridgeway Mechanical works on Project North. The office receives a new COI on November 12. General liability and auto have different policy dates.

Record the November 12 intake date once. Keep the general liability review open for the schedule and dates. Leave the auto renewal on its own calendar. If the producer supplies the schedule the following day, attach it to the general liability row and record the reviewer’s decision there. The auto row keeps its original owner and next check.

Send one request that the producer can answer

We received the renewal certificate for Ridgeway Mechanical, Project North. For the general liability line, please send the issued schedule referenced on the endorsement for policy [reference] and confirm the applicable end and start dates and times for the old and replacement terms. Separately, please tell us when we should expect the replacement commercial auto evidence for the term shown as ending January 31. Please send the documents through [approved intake method] by [internal follow-up date].

An internal follow-up date is a workflow choice. Use your actual contract for any contractual deadline. For example, a University of Kentucky project agreement expressly calls for evidence at renewal, extension or alteration. That is a project example. Use the terms that apply to your work.

Close each row with a decision and the next date

Use three separate entries: date received, date reviewed and next renewal check. If a reviewer needs a clarification, record the question and its owner. If your organization accepts an exception, record its approval reference and recheck date in the COI exception log. When the review is complete, file the renewed packet next to the previous one and schedule the next check using the dates for that policy line.

The worksheet organizes evidence and decisions. Send coverage questions to your broker and contract questions to the appropriate reviewer.