Common COI Deficiencies
Use this hub when a Certificate of Insurance is present but something may be missing, expired, inconsistent, or below your requirements.
A useful COI review does not just say "approved" or "rejected." It identifies the specific deficiency, explains why it matters, and gives the vendor or broker a clear correction request.
The most common problems
| Deficiency | Why it matters | Correction path |
|---|---|---|
| Expired COI | The certificate no longer shows current policy dates. | Ask for a renewed certificate before work continues. |
| General Liability limit too low | The certificate does not meet the required minimum. | Ask for an updated COI showing the required limit or risk approval. |
| Insured name mismatch | The named insured may not match the vendor you hired. | Ask the broker to issue a COI for the correct legal entity. |
| Missing Additional Insured | The certificate may not reflect contract-required status. | Ask for corrected wording or endorsement evidence if required. |
| Missing Waiver of Subrogation | Contract-required waiver language may be absent. | Ask the broker to show the waiver if it applies. |
| Missing Workers' Compensation | Employee injury coverage may be absent or unclear. | Ask for a COI showing WC or documentation that it is not required. |
| Wrong Certificate Holder | The certificate may be issued to the wrong entity. | Ask for a corrected Certificate Holder name and address. |
How to decide pass, fail, or needs review
Use a simple rule set:
- PASS when the certificate clearly meets the selected document-level requirement.
- FAIL when a required item is missing, expired, below minimum, or plainly wrong.
- NEEDS REVIEW when the wording is ambiguous, an endorsement may be required, or the certificate alone cannot answer the coverage question.
For a full review flow, see the COI Compliance Checker or the Free COI Checker.
What to check before asking for a correction
Before sending a deficiency email, confirm:
- the contract or requirement actually requires the missing item,
- the vendor's legal name is correct,
- the Certificate Holder name and address are correct,
- the policy dates are current,
- the trade or scope of work matches the insurance requirement,
- the deficiency is visible on the certificate and not just assumed.
For field-level help, use the ACORD 25 guide.
Sample correction email
Subject: Updated Certificate of Insurance needed
Hello [Vendor Name],
Thank you for sending the Certificate of Insurance. We reviewed it and need an updated version before approval.
Issue found: [Describe the deficiency, such as "Workers' Compensation is not shown" or "General Liability limit is below the required $1M per occurrence."]
Please ask your broker to issue an updated certificate showing the required information. If the requirement does not apply, please have your broker explain why so we can review it.
Thank you,
[Your Name]
For more specific wording, use the COI request templates.
FAQ
Is every COI deficiency a reason to reject a vendor?
No. Some deficiencies are administrative and easy to correct. Others affect contract compliance or risk transfer and should be reviewed before work begins.
Should I ask for endorsements?
Ask for endorsements only when your contract or risk process requires them. A certificate may reference Additional Insured or Waiver of Subrogation, but the endorsement is often the controlling document.
What if the broker says the certificate is correct?
Compare the certificate against your requirement and contract language. If there is still a gap, involve the appropriate internal owner, broker, carrier, legal team, or risk advisor.
Disclaimer
These resources provide practical document-review information for COI workflows. They do not provide legal advice, insurance advice, or confirmation that coverage is active.