What Is a Certificate of Insurance (COI)?

A certificate of insurance (COI) is a one-page summary that proves a business or person actually carries insurance. It lists who is insured, the types of coverage, the policy limits, and the dates the policy is active. In Ontario it is the standard document clients, landlords, and general contractors ask for before they let you start work.

What does a certificate of insurance actually show?

A COI is a snapshot of your insurance, not the policy itself. It is usually issued on a standard industry form and pulls the key facts onto a single page so a third party can verify your coverage quickly without reading the whole contract.

A typical Ontario certificate shows the name of the insured business or person, the broker or agent who issued it, and the insurance company providing the coverage. It lists each policy by type, such as commercial general liability (CGL), automobile, or property, along with the policy number and the effective and expiry dates. It shows the limits of liability for each coverage, for example a per-occurrence limit and an aggregate limit on the CGL. Finally, it names the certificate holder, meaning the party who requested proof, and notes any special status that party has been given on the policy.

The important thing to understand is that a certificate confirms coverage exists as of the date it was issued. It does not change the policy, and it does not add coverage on its own. That part matters, and we come back to it below.

Why would someone ask me for a certificate of insurance?

People ask for a COI when your work could create a risk for them and they want proof you can cover it. It is a routine request, not a sign that anyone distrusts you.

Clients and businesses hiring a contractor or service provider almost always ask for one before work begins. If a plumber floods a unit or a cleaning company damages equipment, the client wants to know there is liability coverage behind the person they hired. General contractors collect certificates from every subcontractor on a job so the whole project is covered. Commercial landlords ask tenants for a certificate confirming liability and sometimes tenant legal liability coverage before handing over keys. Event venues, municipalities, and property managers ask vendors and organizers for proof of insurance before an event. Even some suppliers ask for one before extending credit or signing a service agreement.

In short, any time your business touches someone else's property, people, or project, expect a certificate to be part of the paperwork.

How do I get a certificate of insurance in Ontario?

You get a COI from your insurance broker or your insurance company, and you cannot make one yourself. Only the broker or insurer can issue a valid certificate, because they are confirming what your actual policy says.

The process is usually quick. You send your broker the request you received, including the name and address of the party asking for it and any specific requirements they listed. Your broker checks that your policy meets those requirements, prepares the certificate, and issues it, often the same day. If the request asks for something your policy does not currently include, such as a higher liability limit or additional insured status, your broker will tell you what needs to change first.

There is normally no separate charge for a standard certificate. If you need many certificates, or ongoing ones for a long project, tell your broker so they can set that up efficiently.

A practical tip: give your broker as much lead time as you reasonably can. Most certificates are fast, but if the request involves changes to your policy, those changes take a little longer to arrange.

What is the difference between a certificate holder and an additional insured?

This is the most common point of confusion, and it matters because the two give very different protection. A certificate holder is simply the party receiving proof of your insurance. An additional insured is a party actually added to your policy so your coverage can respond on their behalf.

Being named as a certificate holder means someone gets a copy of your certificate and a record that your coverage exists. It does not give them any rights under your policy and does not extend your coverage to them.

Being named as an additional insured is a change to the policy itself, usually added by endorsement. It extends certain liability protection to that party for claims connected to your work. A general contractor or a landlord will often require this, not just a certificate, because they want your policy to protect them too, not only to confirm it exists.

If a contract says you must name someone as an additional insured, do not assume that listing them as the certificate holder is enough. Send the exact wording to your broker so the right endorsement is arranged. For more on this, our separate post on what an additional insured is goes deeper.

What should I check on a certificate before relying on it?

Whether you are issuing a certificate or receiving one from a subcontractor, read it carefully, because small gaps cause big problems later. The certificate is only useful if the details actually match what the contract requires.

Check that the named insured is the correct legal business name, that the coverage types listed are the ones the contract asks for, and that the limits meet or exceed the required amounts. Confirm the policy dates are current, since a certificate for an expired policy proves nothing. If additional insured status or a specific endorsement was required, make sure the certificate reflects it rather than just naming a certificate holder. And remember that the certificate does not override the policy, so if there is ever a conflict, the policy wording controls.

If you are collecting certificates from others, keep copies and note the expiry dates so you can ask for a renewed certificate before coverage lapses.

FAQ

Does a certificate of insurance give me coverage? No. A certificate only confirms that a policy exists and summarizes its key terms as of the issue date. Your actual coverage comes from the policy itself. If you need protection extended to another party, that usually requires being named as an additional insured by endorsement, not simply appearing on a certificate.

How much does a certificate of insurance cost in Ontario? A standard certificate is normally provided by your broker at no separate charge as part of servicing your policy. Costs can come into play only if the request requires changes to your coverage, such as higher limits or added endorsements, which affect your premium rather than the certificate itself.

How long does a certificate of insurance last? A certificate is tied to your policy term, so it is valid until your policy's expiry date shown on it, or until the policy changes or is cancelled. Parties who require ongoing proof will usually ask for an updated certificate at each renewal.

This is general information, not advice on a specific policy — talk to a licensed broker about your situation.