Why You May Need a Contractor Insurance Request Letter

As a freelancer or solo contractor, you may work with clients or subcontractors who require proof of insurance via a Certificate of Insurance (COI). An official request letter ensures you collect the correct coverage documents and details—such as limits, endorsements, and naming additional insureds—before starting work.

Clients often require this due diligence, and asking for it is standard professional practice in the U.S. insurance and construction industries. Template.netletterhow.com+6Reddit+6Reddit+6

Downloadable Request Letter Template

Use this template to request proof of your contractor’s insurance:

[Date]

[Contractor Name]

[Address]

[City, State ZIP]

Subject: Request for Certificate of Insurance (COI)

Dear [Contractor Name],

As per our agreement for [describe project or services], we require proof of insurance coverage

Template Breakdown & Tips

• Be direct yet professional: state your needs clearly. “Requesting certificate of insurance” is acceptable business language.Reddit+1Schematics & Diagram+1

• Specify coverage requirements: include limits (e.g. $1M), Additional Insured role, and waiver of subrogation to minimize your legal risk. Sheria na JamiiSchematics & Diagram.

• Request direct issuance: ask insurer or agent to send the COI directly—prevents forged or tampered documents. Schematics & Diagram+7Reddit+7Sheria na Jamii+7.

• Set a deadline: a 7–10 business‑day notice period is standard and reasonable.

• Tailor fields: fill in project context, limits, and contact information specific to your business.

When to Use

• Onboarding new clients who request proof of insurance.

• Hiring subcontractors or vendors for U.S.-based contracts.

• Working on sites that require liability coverage verification.

• Negotiating contractual obligations related to risk and insurance.

Ask early—usually after initial agreement but before work begins

What to Do With This Tool

• Onboarding new clients who request proof of insurance.

• Hiring subcontractors or vendors for U.S.-based contracts.

• Working on sites that require liability coverage verification.

• Negotiating contractual obligations related to risk and insurance.

Ask early—usually after initial agreement but before work begins

Real‑World Insight from U.S. Clients

1. Reddit user reports echo the importance of this practice:

   “If we accept their contract… we schedule it, then I can give you my insurance… If we got the job, then yes…” — many homeowners view reluctance to send COI upfront as a red flag. lettersample.org+1Template.net+1Reddit+13Reddit+13LearnTrainer.com+13LearnTrainer.com+4Reddit+4Schematics & Diagram+4

   Most legitimate contractors have no issue sharing insurance documentation, and if they hesitate, it may indicate unlicensed or uninsured status. Reddit

Final Thoughts

This Contractor Insurance Request Letter Template gives you a professional, U.S.-standard format to obtain vital coverage proof. It protects your business, builds trust with clients, and aligns with contractual and legal norms in the U.S. marketplace.

Frequently asked questions

Q: Is a COI required by U.S. law?

A: Not necessarily—but many clients, property managers, vendors, or project owners require proof as part of contracts or compliance.

Q: Can I verify a COI's authenticity?

A: Yes. Request insurer details and call them directly to confirm policy status and Additional Insured status.

Q: Is the letter free to send?

A: Yes—complimentary. If a subcontractor has an insurance policy, their insurer typically issues a COI at no cost.