COI Compliance Checklist: 8 Essential Steps

Why You Need a COI Compliance Checklist

COI compliance is complex. Missing a single expired certificate can expose your company to millions in liability. This checklist ensures you never miss a critical step in the compliance process, from initial collection through ongoing monitoring.

Step 1: Define Your Requirements

Start by documenting exactly what insurance coverage your vendors need: coverage types (General Liability, Workers Comp, Auto, etc.), minimum limits for each coverage type, required additional insured endorsements, and certificate holder requirements. Create a requirements matrix by vendor category.

Step 2: Establish Collection Process

Set up streamlined collection methods: dedicated email address for COI submissions, secure upload portal for vendors, automated requests sent to new vendors, and integration with your procurement system. Make it easy for vendors to submit certificates.

Step 3: Verify Every Certificate

Each certificate must be thoroughly verified: coverage types match requirements, policy limits meet minimums, effective dates are current (not expired), your company is listed as certificate holder, additional insured endorsements are included, and named insured matches vendor name exactly.

Step 4: Organize and Store Securely

Maintain a centralized digital repository with: organized folders by vendor and policy type, searchable metadata for quick retrieval, version control for certificate updates, secure cloud storage with backups, and access controls for compliance team. Eliminate paper files.

Step 5: Set Up Expiration Monitoring

Proactive monitoring prevents gaps: automated alerts at 60, 30, and 15 days before expiration, escalation for non-responses, dashboard showing all upcoming expirations, and integration with vendor management system. Never let a policy lapse.

Step 6: Communicate with Vendors

Keep vendors informed: send renewal reminders before expiration, provide clear instructions for resubmission, offer self-service portal for updates, acknowledge receipt of new certificates, and flag any deficiencies immediately. Clear communication reduces delays.

Step 7: Generate Compliance Reports

Regular reporting ensures oversight: monthly compliance rate reports, expiring certificates report, non-compliant vendors list, audit-ready documentation, and executive dashboards. Track trends and identify problem areas.

Step 8: Conduct Regular Audits

Quarterly audits maintain compliance: verify all active vendors have current COIs, confirm coverage requirements are being met, review and update requirements as needed, test alert systems are working, and train new team members on processes. Continuous improvement is key.