In the world of insurance, certificates of insurance (COIs) stand as crucial documents that can make or break a business deal. Often overlooked or underestimated, these certificates play a vital role in ensuring that all parties involved are adequately protected. In this no-nonsense guide, we’ll delve into the best practices associated with certificates of insurance, shedding light on why they matter and how to wield them effectively.
Certificates of Insurance (COI) in the contracting realm often spark confusion, especially when it comes to the roles of Certificate Holders and Additional Insured. Despite their proximity, these designations serve distinct purposes.
Understanding the Basics: What is a Certificate of Insurance?
Before we dive into the best practices, let’s establish what a certificate of insurance actually is. Think of it as the ID card for your insurance policies. It’s a document provided by your insurance company that outlines key details about your coverage, such as policy number, coverage limits, and effective dates. Essentially, it proves that you’re covered.
Is a Certificate Holder the Same as an Additional Insured?
The simple answer is NO. Here is a quick breakdown of the two:
A Certificate Holder is a third party that receives information about the insurance policy but doesn’t enjoy the direct coverage benefits. This designation grants visibility into the policy details, offering transparency without entitling the holder to make claims against the policy. Depending on the line of business the details they are entitled to see varies, but generally it’s the following:
- Insurance Company
- Effective / Expiration dates of your policy term
- Coverage Limits
An Additional Insured refers to an individual or entity incorporated into an insurance policy by the original policyholder or Named Insured — the person or business initially identified in the policy. Despite not making premium payments, Additional Insureds enjoy protection against risks outlined in the policy due to the actions of the policyholder. Consequently, they possess the legal entitlement to initiate a claim under the policy terms. Here are few relationships that would often times require to be listed as an Additional Insured on your policy:
- Landlord / Tenant
- Client / Vendor
- General Contractor / Subcontractor
Here are a few best practices when it comes to managing your COIs.
Best Practice #1: Timely Updates are Non-Negotiable
Consider this scenario: you’re about to close a significant deal, and your client requests a certificate of insurance. You proudly present a document that’s a year old. Guess what? It might not cut it. One of the cardinal rules of COIs is to keep them up-to-date. If there’s a change in your coverage, policy limits, or any other relevant information, make sure your certificate reflects it promptly. An outdated COI can lead to misunderstandings, delays, or even a deal falling through.
Best Practice #2: Accuracy is Key – No Room for Guesswork
Imagine you’re building a house. You wouldn’t want your contractor to estimate the number of bricks needed, right? The same principle applies to certificates of insurance. Precise details matter. Double-check that all the information on the COI is accurate – from policy numbers to the spelling of your company name. Errors can cause unnecessary complications and might even render the certificate invalid. The devil is in the details, after all.
Best Practice #3: Be Proactive, Not Reactive
Certificates of insurance should not be an afterthought. Don’t wait until the last minute when a client or partner requests one. Take a proactive approach. Have updated COIs ready in your arsenal, anticipating that they might be needed at any stage of a business transaction. Being prepared showcases professionalism and can expedite the decision-making process. At The Bunker, we offer our clients a portal where if they choose to, they can download their own certificates as long as no special language is required. Does your current insurance agent use this technology to make it easier to do business? Probably not.
Best Practice #4: Establish a Document Management System
In the digital age, there’s no excuse for a chaotic file cabinet. Implement a robust document management system for your certificates of insurance. Whether it’s a cloud-based solution or a well-organized physical file, having quick and easy access to your COIs can save you from headaches when time is of the essence.
Follow these best practices to ensure smooth business transactions and build a solid professional reputation.
If your current representation isn’t helping you understand why you constantly get requests like these from your clients, vendors, or even your landlord – it may be time for you to experience a modern insurance agency! Schedule time with our CEO, here, so you can see how The Bunker can help!