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Free Certificate of Insurance Request Toolkit
Four tools for certificate of insurance requests in one Excel file: a checklist to run before anything goes out, a cheat sheet for which endorsement provides what, reply templates for the awkward emails, and a worksheet for the hard requests. Free, no sign-up.
By Isaiah Hall · Published · Updated
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Get the toolkit
Excel file; opens in Google Sheets too. The checklist and cheat sheet print on one page each.
What’s inside
Each tool is for a different moment in a request, so you use the one you need instead of filling in everything every time.
| Tool | Use it when | What you get |
|---|---|---|
| Before you issue | Every request | 12 checks that take 30 seconds. Print it and keep it next to your AMS. |
| Endorsement cheat sheet | The holder asks for additional insured, a waiver, primary and noncontributory or notice | Which endorsement usually provides each ask, and what to check on it before it goes on a certificate |
| Reply templates | You need to say “not yet” or “we can’t show that” | Four ready-to-send client emails, from “still checking” to “the holder wants different wording” |
| Hard request worksheet | Contract-driven or disputed requests | A status for every requested item, an open-item count and a close-out record, plus a filled-in example |
Preview: the endorsement cheat sheet
Five of the nine rows. These are common ISO forms; many carriers use their own, so always read the actual endorsement on the policy.
| The ask | Common ISO form | What to check |
|---|---|---|
| Additional insured, ongoing work | CG 20 10 (scheduled), CG 20 33 or CG 20 38 (blanket) | The holder is named, or a written contract requiring it exists. Covers ongoing work only. |
| Additional insured, completed work | CG 20 37 (scheduled), CG 20 39 or CG 20 40 (blanket) | A separate ask from ongoing work. A CG 20 10 alone doesn’t provide it. |
| Waiver of subrogation | CG 24 04 (GL), CA 04 44 (auto), WC 00 03 13 (workers’ comp) | Each line needs its own. A GL waiver doesn’t carry over. |
| Primary and noncontributory | CG 20 01 | Applies only to additional insureds, and only when the written contract requires it. |
| Notice of cancellation | No single standard form; usually carrier-specific | Who gets notice, how many days, and any shorter period for nonpayment. |
The hard request worksheet
Most certificates are routine reissues, and your AMS already tracks those. The worksheet is for the requests that need a paper trail. Every requested item gets one of four statuses: Supported, Missing, Needs review or Not requested. Only Supported items go on the certificate.
Here’s the Thursday request from our certificate guide, filled in. Sample Mechanical LLC needs a certificate for Sample Property LLC by Friday. Three items are open, so nothing goes out yet; the client gets the “still checking” email instead.
| Requested item | Source | Status | Next step |
|---|---|---|---|
| Named insured | Current declarations page | Supported | Ready to prepare |
| Certificate holder | Request email; mailing address not confirmed | Missing | CSR confirms the address Friday morning |
| General liability, $1M each occurrence | Current declarations page, current policy period | Supported | Ready to prepare |
| Additional insured | No endorsement on hand | Missing | Endorsement requested from the carrier |
| 30 days’ notice of cancellation | No notice provision located | Needs review | Account manager decides |
Keep the worksheet inside the agency
The worksheet is an internal record. Holders get the official certificate form your agency is authorized to issue, never this sheet. Keep real client information in your agency’s approved storage.
It also doesn’t change what a certificate can say. A certificate reports coverage, so additional insured, waiver and notice terms go on it only when the policy provides them.
Skip the manual lookup
The slow part of every request is the lookup: finding the current dec page and every endorsement, then checking each one against what the holder asked for. Decla does that part. It pulls the policy documents from your AMS, checks each requested item against the endorsements, and drafts the certificate for what’s supported. Your team still reviews and decides.
- Start a free trial
Run your next certificate request through Decla.