Trades by State
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Sample letter requesting a certificate of insurance from a vendor

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State minimums are the floor a state sets for a contractor's own license. General contractors commonly ask subcontractors for $1,000,000 per occurrence and $2,000,000 aggregate. The preset fills the floor so you can raise it.

The sample letter

Subject: Certificate of insurance needed for [Project]

Hello [Vendor or subcontractor],

Before work starts on [Project], please send a certificate of insurance (ACORD 25 or equivalent) showing the coverage below.

Certificate holder: [Your business]
Additional insured: [Your business], on a primary and non-contributory basis, for ongoing and completed operations
General liability: at least $1,000,000 per occurrence and $2,000,000 aggregate
Commercial auto liability: at least $1,000,000 combined single limit
Workers' compensation: statutory limits, with employer's liability

Please have your agent email the certificate to us by [date]. We cannot schedule the work until it is on file, and we will need a renewed certificate if any policy expires during the job.

Thank you,
[Your business]

When the certificate arrives, check

  • The certificate holder box shows your business name and address exactly.
  • Your business is named as additional insured for general liability, on a primary and non-contributory basis, for ongoing and completed operations.
  • Policy dates cover the whole job. Ask for a renewal certificate before any policy expires.
  • The limits match or exceed what you asked for. A certificate summarises the policy; ask for the endorsement pages on larger jobs.

Vendor or subcontractor: the same letter works

A vendor sells you materials or equipment. A subcontractor does part of the work. You ask both for the same thing, because both can cause damage or injury on your job and leave the claim at your door. The one line worth changing is workers' compensation: a one-person vendor who never comes on site may have no employees, so pick "Proof of exemption accepted" above.

From Trades by State. Independent reference, not legal advice. Coverage terms vary by policy and state; confirm with your insurance agent.