A Certificate of Insurance, usually called a COI, is one of the most common documents Ontario businesses are asked to provide. Landlords request it before you get keys. Clients request it before you start work. General contractors request it before you can step on site.
A COI is proof that insurance exists. It is not the insurance policy itself.
Commercial insurance in Ontario
Who this applies to
This applies to any Ontario or Canada wide business that:
Signs commercial leases
Works for clients at their location
Bids on construction or service contracts
Uses subcontractors
Ships goods or performs deliveries
Works with vendors that require proof of coverage
What a Certificate of Insurance is
A COI is a one page summary of key insurance details. It is issued by your broker or insurer and provided to a third party, such as a landlord, customer, or project owner, to confirm you carry the required coverage.
A COI typically does three things:
Confirms the type of insurance you have
Shows the limits and effective dates
Identifies who is requesting the certificate
What a COI is not
A COI does not:
Change your policy
Add new coverage by itself
Override exclusions or deductibles
Guarantee a claim will be paid
Replace reviewing the contract requirements
If a contract requires special wording, your policy may need an endorsement. The COI can reflect that endorsement, but the COI itself does not create it.
Definitions
Certificate holder: The person or company requesting the COI, such as a landlord, client, or general contractor.
Named insured: The legal business name that is actually insured on the policy.
Additional insured: A party added to your liability policy by endorsement so they have protection for specific claims arising from your work.
Waiver of subrogation: An endorsement where the insurer agrees not to pursue recovery against a party, often requested by landlords and project owners.
Policy limit: The maximum the insurer will pay for covered claims, subject to policy terms.
What a COI typically shows
Most COIs include:
Named insured legal name and address
Insurer name and policy number
Coverage types, commonly:
Commercial general liability
Commercial auto
Commercial property
Umbrella or excess liability, if applicable
Limits for each coverage
Policy effective dates
Certificate holder name and address
Special wording notes, such as additional insured or waiver of subrogation, if applicable
When Ontario businesses are asked for a COI
You will commonly need a COI for:
Commercial leases in Ontario, especially for retail, office, and industrial space
Vendor onboarding with large customers or national chains
Construction projects and trade work, including tender submissions
Service work on customer premises, such as electricians, plumbers, HVAC, cleaning, restoration, and maintenance
Property management work where building owners require proof of liability
Events, pop ups, and short term installations
If you operate across Canada, expect more COI requests because each customer, landlord, and GC may have different templates and wording requirements.
Common COI requirements that create delays
Most delays happen because the request is incomplete or the contract requirements are unclear.
Typical issues:
Wrong legal name for the certificate holder
Incorrect address or missing unit number
Requested wording is not possible without an endorsement
Limits requested do not match your current policy
The contract requires additional insured status but the request does not include the correct entity name
A landlord or GC requests waiver of subrogation but it was not purchased
The request comes in hours before a bid closes or before site access is needed
Mistakes that cause coverage gaps
A COI can look correct and still leave a gap if the policy does not match the actual operations.
Common mistakes:
Providing a COI that lists liability but your work includes excluded operations
Assuming additional insured is automatic without an endorsement
Using a personal auto policy for business driving while presenting a COI for general liability
Not tracking subcontractor COIs and expiry dates
Not updating your business description when scope changes
How to request a COI the right way
If you want fast turnaround, send your broker this information:
Certificate holder legal name and full address
Project or contract name, if relevant
Required liability limit and any umbrella requirement
Specific wording required, such as additional insured or waiver of subrogation
Deadline and where the COI should be sent
A copy of the insurance section of the contract, if available
FAQ
Do I need a COI for every client?
Not always, but many commercial clients require it before work starts or before a vendor is approved.
How long does it take to get a COI?
Simple requests can be quick. Requests with special wording or endorsements take longer because the policy must be updated.
Does a COI prove I have coverage for everything I do?
No. It only summarizes key items. Coverage depends on policy wording and your disclosed operations.
Can a COI add someone as additional insured?
Not by itself. Additional insured status usually requires an endorsement on the policy.
Why does a landlord ask for waiver of subrogation?
They want to reduce the chance your insurer pursues recovery against them after a claim.
What if my client asks for higher limits than I carry?
You may need an umbrella or policy change. This is common in Ontario construction and larger service contracts.
Talk to Boardwalk
If your business needs frequent certificates, we can set up a clean workflow so you are not chasing paperwork during bidding and onboarding. We also help you align policy wording to the contracts you sign, so your COIs reflect real coverage.
