Renewal request template
COI Renewal Email Template for Subcontractors
Use this email when a subcontractor's certificate is close to expiring and you need a clean paper trail for the renewal request.
Field notes
What to keep out of the cracks.
Send the first request before it becomes urgent.
A renewal request sent on the expiration date is already late for most project and payment workflows. Thirty days gives the subcontractor time to ask their agent, correct wording, and send the right attachment.
- Send the first request 30 days before expiration
- Send a shorter reminder at 14 days
- Escalate at 7 days if the subcontractor is active on a job
Ask for endorsements by name.
If the contract requires additional insured or waiver language, say that in the request. A fresh certificate without the required endorsement can still leave the row stuck in review.
Track the request, not just the reply.
The audit trail starts when you ask for the renewal. Record the request date, due date, recipient, and next follow-up so the work does not vanish into one inbox.
Copy-ready template
Renewal email
Subject: Updated certificate of insurance needed for [Project] Hi [Name], Our records show that [Subcontractor Company]'s certificate of insurance for [Project] expires on [Expiration Date]. Please send an updated certificate showing current coverage for: - General liability - Workers compensation - Auto liability, if required - Umbrella or excess liability, if required If the contract requires additional insured or waiver of subrogation wording, please include the matching endorsements with the certificate. Send the updated certificate to [Your Email] by [Due Date] so we can keep the job and payment records current. Thanks, [Your Name]
Working checklist
Add the project name so the subcontractor can route the request.
Name the coverage lines you need refreshed.
Call out endorsement requirements before the agent sends the wrong file.
Give a due date that is earlier than the policy expiration date.
Save the sent date and recipient in your tracker.
Update the tracker only after the revised COI is reviewed.
Next step
When the sheet becomes the bottleneck, import it.
COI Compass can start from the tracker spreadsheet. Upload the workbook, import the subcontractors, then move renewals and COI review into a workflow that records what happened.
FAQ
When should I send a subcontractor COI renewal request?
Send the first request about 30 days before expiration. For active subcontractors, send another reminder around 14 days and escalate at 7 days.
Should the renewal request go to the subcontractor or insurance agent?
Start with the subcontractor contact you have on file. If they have already provided an agent contact for certificate updates, include that agent too.
What should I do if the new COI is missing endorsements?
Keep the row in review and ask for the matching endorsement documents. Do not mark the row current just because the expiration date changed.