The COI compliance checklist
A per-tenant checklist for the property manager in the trenches. Run through it for every certificate you collect, at collection and at renewal. It covers what to verify, who signs off, and when to re-check — the moments where compliance actually holds or slips.
Before requesting
Confirm the legal entity name on the lease — this is the named insured you'll match against.
Record the required limits and endorsements from the lease in one place (general liability, auto, umbrella, workers' comp, additional insured, waiver of subrogation).
Note the policy effective and expiration dates you expect the tenant to renew on.
When the certificate arrives
Match the named insured to the lease entity — flag any trade name or affiliate mismatch.
Verify the certificate holder lists the ownership entity and property address correctly.
Check each coverage row against the lease standard: limit, type, and that the policy is currently in force.
Confirm the additional insured and waiver of subrogation boxes are checked — and that an endorsement form is referenced.
Read the description of operations for the suite number and any noted exclusions.
Diary the expiration date on the certificate, not the date you received it.
If it falls short
Send the specific deficiency back to the tenant's broker in writing, with a deadline.
Keep the deficient certificate on file — it's evidence you requested and reviewed.
Escalate to legal if the tenant is non-responsive or a lapse has occurred.
Record the waiver if ownership accepts the deficiency with a defined expiry.
On renewal
Start the renewal request roughly 30 days before expiration.
Re-verify the new certificate against the same lease standard — limits change at renewal.
Confirm the broker, carrier and policy numbers are still current.
Timestamp every notice, upload and status change on the tenant record.
Who signs off
The property manager who owns the tenant record records the review outcome. For higher-value or higher-risk tenants — those with large footprints, hazardous use, or a history of lapses — the asset or risk owner should counter-sign before the tenant is marked compliant. In certflows, every review, escalation and waiver is timestamped on the tenant's activity feed so the chain of sign-off is auditable.
When to re-check
- At every renewal. Limits and carriers change; a certificate that met the lease last year may not this year.
- On any notice of cancellation. If a broker or carrier notifies you of a mid-term cancellation, re-verify immediately and start the chase.
- After a waiver expires. A waived deficiency has an end date — re-check on that date, not the policy expiration.
Frequently asked questions
Who should sign off on a reviewed certificate?
The property manager who tracks compliance records the review. For higher-value or higher-risk tenants, the asset or risk owner should counter-sign before the tenant is marked compliant.
How often should I re-check a compliant tenant?
Re-check at every renewal — limits and carriers change. Between renewals, monitor only the expiration date and any notice of cancellation you receive.
What counts as a lapse?
Any period where the policy is not in force — an expired certificate with no renewal, or a mid-term cancellation. Even a short lapse means the tenant was uninsured, which is exactly what a dated certificate file protects against.
Keep reading: lease insurance clauses you should require and tracking COI expirations across a portfolio.