How to Get a Certificate of Insurance (COI) for a Client Project

🔹 INTRODUCTION

Goal: Explain why clients ask for a COI and how it fits into modern freelance work.

Imagine this: you’ve secured the project, negotiated the terms, and when you think everything is set, your client asks for a Certificate of Insurance (COI). Suddenly, proving insurance coverage is as crucial as presenting your portfolio or discussing your rates. This is a common situation in the freelance industry, where a COI has evolved into a vital aspect of the business.

A COI is more than just a piece of paper. It’s a powerful tool that encapsulates your active coverage, including key policy details such as types of insurance, coverage limits, effective dates, the insured entity, and any additional insureds. It’s your proof of insurance, a document that instills confidence in your clients even before the work kicks off. 

Given the rising importance of liability protection, many client contracts—especially from corporate, public sector, or event-based clients—now include COI requirements. These requests help clients safeguard against financial and legal risks associated with engaging external contractors. (Bunker Protect, Inc., Bunker Protect, Inc.)

Today, understanding the significance of COI requirements and knowing how to quickly generate and deliver a valid COI—ideally before the contract is finalized—is not just critical, but empowering for freelance success. This article guides you through what a COI is, why it’s required, and a step-by-step process on how to obtain one efficiently, ensuring the project moves forward with confidence and clarity.

For a broader context on insurance essentials and coverage types for freelancers, check out our comprehensive guide: [The Ultimate Guide to Insurance for Freelancers in 2025].

🔹 1. What Is a Certificate of Insurance (COI)?

A Certificate of Insurance (COI) is a concise document—usually based on ACORD 25—issued by your insurer or broker. It provides proof of active business insurance and summarizes relevant policy details, including:

• Coverage types (e.g., General Liability, Professional Liability/E&O, Cyber, BOP)
  
• Policy limits (e.g., $1M per occurrence / $2M aggregate)
  
• Policyholder and insurer names, along with policy effective and expiration dates
  
• Certificate holder (your client) and any “additional insured” endorsements, if applicable (insureon.com, Bunker Protect, Inc., Founder Shield)
  

This is a snapshot, not the insurance contract—its purpose is to reassure clients that you carry valid coverage. It does not grant them rights or alter your policy, but confirms that you meet the contract requirements. (insureon.com, Embroker, Investopedia)

🔍 Why It Matters for Freelancers

Clients request COIs to manage liability exposure—especially for in-person work, shared properties, or digital service contracts. A clean, accurate COI not only manages liability but also builds trust and smooths onboarding, making you feel confident and reliable. (trustlayer.io)

Keep a copy of your COI, and if you don’t have one, don’t panic. Instead, communicate with the client about the steps you’re taking to obtain the necessary coverage. This proactive approach not only ensures smooth project progression but also demonstrates your control and readiness, making you feel prepared and in charge.

For a deeper overview of insurance basics for freelancers, see [The Ultimate Guide to Insurance for Freelancers in 2025].

🔹 2. When (and Why) Clients Require a COI

Clients often require a Certificate of Insurance (COI) before formally onboarding a freelancer. This isn’t just bureaucracy—it’s about risk management and contractual compliance.

📌 Common Triggers for a COI Request

1. Client contracts, especially those from corporate, legal, or enterprise environments, typically require proof of coverage before commencing work. (MANN & GRAY Insurance Associates)
   
2. Event or venue-based work, such as trade shows or public appearances, commonly requires vendors to provide proof of general liability insurance to protect the venue host. (GetBCS, Bunker Protect, Inc.)
   
3. Projects involving client property, travel, or in-person visits create potential for third-party liabilities or property damage—risks clients want covered. (Upwork)
   

❓ Why Clients Ask for a COI

• It’s a risk assurance tool—clients want to make sure they’re not unintentionally exposed to liability if something goes wrong. (Bunker Protect, Inc., SmartCompliance)
  
• It ensures contract compliance, preventing issues and project delays down the line. (MANN & GRAY Insurance Associates)
  
• Presenting a COI signals professionalism and reliability, positioning freelancers as responsible and prepared. ( Bunker Protect, Inc.)
  

By providing a COI early in the process, freelancers can smooth project onboarding, strengthen trust, and meet client expectations—all before any work begins.

If you’re curious about which types of insurance qualify for a COI or how to get one quickly, check out our comprehensive guide: [The Ultimate Guide to Insurance for Freelancers in 2025].

🔹 3. What Kind of Insurance Do You Need for a COI?

When a client requests a Certificate of Insurance (COI), they’re asking for proof that you hold specific types of business insurance. Depending on the project and contract, consider the following coverages:

🔒 General Liability Insurance

This is the most commonly requested coverage. It protects you against third-party claims involving bodily injury, property damage, slander, or advertising injuries—all essential for in-person or client-facing work.
Clients often require at least $1M per-occurrence limits, which can be easily demonstrated via COI.

💼 Professional Liability (E&O) Insurance

Also known as Errors & Omissions insurance, this coverage protects against claims related to mistakes, omissions, or failure to deliver promised services—especially critical for consultants, designers, writers, and developers. If you’re offering advice or professional work, clients may demand this coverage.

💻 Cyber Insurance

In the digital age, if you’re handling client data or conducting online transactions, clients may request Cyber Liability coverage. This protects against breaches, ransomware, data loss, legal defense, and breach notifications.

🏡 Business Owner’s Policy (BOP)

A BOP bundles both General Liability and Commercial Property insurance, sometimes with Business Interruption coverage. It’s useful if you own equipment, deliver services in a fixed or rented space, or have home studio exposure. 

🧩 Coverage Comparison Table

Insurance Type	When It’s Needed for a COI
General Liability	Always included for client-facing or onsite work
Professional Liability (E&O)	Frequently required by clients expecting expert advice or deliverables
Cyber Liability	Increasingly requested when handling sensitive data or online services
BOP	Useful when liability and property risks must both be shown

✅ Why This Matters

A well-prepared COI specifies the type(s) of covered insurance—whether General Liability, E&O, Cyber, or BOP—and confirms you meet required limits. Clients use this document to ensure they’re not exposed to lawsuits or losses stemming from your work.

Need to understand more about these coverage types and how they fit your freelance niche? Check out:

• [What Is Professional Liability Insurance and Why Do Freelancers Need It?]
  
• [Does a Freelancer Need General Liability Insurance?]
  

🔹 4. How to Request a COI from Your Provider

📋 Step-by-Step Process

1. Log in to your insurance provider’s dashboard — whether it’s NEXT, Hiscox, Thimble, or another platform.
   
2. Navigate to the “Documents” or “Certificate / COI Request” section.
   
3. Enter required details:
   
   • The certificate holder’s name and address (e.g., your client or venue)
     
   • Any requested wording, such as “additional insured,” “primary and non-contributory,” or other contract-specific language
     
4. Download or email the COI directly from the portal.
   

⏱ Delivery Timelines

• NEXT Insurance allows instant COI generation on demand, day or night—via desktop or its mobile app 24/7.
  
• Hiscox generally emails your COI within an hour of binding your policy. For customized certificates (with different holders or add-ins), use the “Get a Certificate” function in the policy management portal—you typically receive it within the same day.
  
• Other providers (e.g., TechInsurance) offer online access, often delivering certificates via email within a few hours.
  

✅ Important Tips

• Always match the client’s exact naming or wording requirements (e.g., “ABC Corp, their affiliates, directors & officers”) to avoid delays.
  
• NEXT offers unlimited free COIs, including custom requests and additional insured endorsements at no extra cost.
  
• Uploading a sample certificate from your client is possible in some portals—NEXT’s COI Analyzer tool can auto-populate fields in under 60 seconds.
  

If you need provider-specific instructions (e.g., Thimble, CoverWallet, or help reviewing COI wording requirements), please let me know.

🔹 5. What If You Don’t Have Insurance Yet?

✅ Top Providers to Get Insured Quickly

• NEXT Insurance: Offers instant certificates of insurance (COIs) for General Liability (GL) and Professional Liability (E&O) via its proprietary COI Analyzer. You can generate unlimited COIs at no extra cost, 24/7. Perfect for fast onboarding. (Next Insurance)
  
• Hiscox: Trusted by creative freelancers, Hiscox allows you to get a free online quote, purchase your policy, and receive your ACORD-standard COI within minutes of purchase. (Hiscox)
  
• CoverWallet: Works like a broker that lets you compare multiple providers at once—ideal if you’re shopping for the best rates or need multiple quote options quickly. (Insureon)
  

Other platforms like Insureon also offer same-day quotes and downloadable COIs once a policy is issued. (Insureon)

🧾 What You’ll Need to Apply

To get coverage in minutes, have this information ready:

• A brief description of your business or service
  
• Your estimated annual revenue
  
• Any indication of client industries or operations (primarily if you focus on tech, events, or creative work)
  

This foundational info is usually all that’s needed to generate an accurate quote and issue a policy—and then provide your COI.

🛠 Why Next Steps Matter

By choosing providers like NEXT, Hiscox, or CoverWallet, you get:

• ✅ Fast quote and purchase flow
  
• ✅ Instant or same-day COI issuance
  
• ✅ Smoother onboarding with clients
  

If you’re ready to protect your business and deliver proof of insurance in minutes, start comparing policies now.

Explore leading freelancer-friendly options in our comparison guide: [The 5 Best Business Insurance Companies for Freelancers in 2025].

🔹 6. What to Watch Out for in COI Requests

When a client asks for a Certificate of Insurance (COI), make sure you’re not missing essential endorsements or clauses that could affect your coverage—or your contract compliance.

🧾 1. “Additional Insured” Clauses

Clients may require to be listed as an additional insured on your policy. This means their name is added via endorsement, so they’re covered under your liability—especially during third-party incidents related to your work. Be sure you have the proper Additional Insured Endorsement, not just listing them as a certificate holder.

• An additional insured typically shares your coverage limits and has the right to claim under your policy. The cost to add one is usually low, but the wording and timing of the endorsement are critical to ensure proper coverage.
  

💱 2. Higher-than-Standard Coverage Limits

Clients often specify minimum coverage limits (e.g., $1M per occurrence, $2M aggregate). A higher limit may increase your premium, so confirm that your current policy meets or exceeds the specified requirements. Failure to match limits could invalidate your COI. Always verify before issuing.

🚫 3. Waiver of Subrogation

Some contracts include a Waiver of Subrogation, which prevents your insurer from pursuing a third party if there’s a claim—even if that third party was at fault. While compliant policies can include this endorsement, it may affect your premiums and future claims handling. Confirm the type—specific or blanket, and whether coverage recourse is acceptable.

✅ 4. Key Tips to Confirm Wording

• Double-check client naming requirements—including exact legal names and any “dba” formatting.
  
• Confirm the endorsement details, such as dates, work descriptions, and additional insured status, with your insurance provider.
  
• Ask upfront if you’re uncertain—clarity ensures timely COI delivery and prevents delays in project kickoff.
  

These advanced requirements are essential when working with enterprise-level clients, venues, or contracts with strict indemnity language. Handling them correctly ensures you meet client expectations and avoid insurance or contractual pitfalls.

If you’d like help verifying COI wording or reviewing client requests, just let me know!

🔹 7. Alternatives & When a COI Isn’t Enough

Goal: Help freelancers understand scenarios where a basic Certificate of Insurance (COI) may fall short and what additional documentation or policies might be needed

In most freelance contracts, a COI suffices—but specific clients or high-risk projects can require deeper documentation or higher coverage standards. Here’s what to watch for:

❗ When a COI Alone May Not Be Adequate

• Government or public sector contracts: Often demand not just a COI, but specific policy declarations and endorsements.
  
• Enterprise-level clients with strict risk protocols: These clients may require additional evidence, such as umbrella liability or detailed endorsement documentation.
  

🧾 Additional Documents or Coverage They May Request

• Endorsement pages: For examples like “additional insured”, “waiver of subrogation”, or “primary and non-contributory” endorsements, these are legally binding and go beyond what a COI shows.
  
• Policy declaration pages: Offer a complete snapshot of your policy—limits, endorsements, and exclusions—which can satisfy compliance requirements when COIs are considered insufficient.
  
• Umbrella liability coverage: A supplemental policy that enhances your liability limits, kicking in if standard coverage is exhausted. Especially relevant when contracts require limits above standard levels.
  

📌 Keep a COI Ready Anyway

Even when additional documents are requested:

• A basic COI remains useful—and is often the first thing clients ask for.
  
• Maintain digital access to COIs, endorsements, and declarations to avoid delays in inside projects or unexpected requests.
  

✅ Quick Reference: When COI Needs Backup

Scenario	What You Might Need in Addition to a COI
Government or highly regulated project	Policy declarations, named endorsements
Projects specifying higher liability limits or risks	Umbrella (or excess) liability policy for additional coverage
Legal/contractual requirement for added insured status	Signed Additional Insured endorsement

By anticipating these requirements and keeping supporting documents on hand, you’ll avoid project delays and maintain credibility with higher-tier clients. For more detailed support—including how to bundle umbrella coverage with underlying policies—check out our recommendations in [The Ultimate Guide to Insurance for Freelancers in 2025], and learn about essential coverage types like Professional Liability and Cyber Insurance.

🔹 CONCLUSION

A Certificate of Insurance (COI) is often the final milestone before your freelance projects can officially start. It’s not just paperwork—it demonstrates that you’re professional, insured, and ready to deliver without exposing clients to risk. Whether it’s General Liability, Professional Liability, Cyber coverage, or a bundled BOP, having a valid COI assures clients that liability is managed from the start. Getting one is quick and painless—especially if you’re with providers like NEXT, Hiscox, Thimble, or CoverWallet, which offer instant or same-day issuance via their digital portals. 

👉 Need to send a COI fast? Compare freelancer-friendly insurance providers or get covered in minutes using platforms with instant certificate delivery.

Want an easy-to-follow checklist or quick-quote tool to ensure you’re always prepared? Just let me know—I can help set it up or walk you through the process step by step.