COI Tracker

A certificate of insurance (COI) you “think is handled” is exactly the one that isn’t. This tracker keeps every vendor’s certificate of insurance in one view, so you can see at a glance who’s cleared to walk in the door — and who’ll get stopped.

What it’s for

A missing or wrong COI is the single most common preventable move-day failure. The fix is boring and reliable: get the building’s exact required language once, push it to every vendor, and track each COI from “requested” to “approved by the property manager.”

Buildings are picky about additional insured wording — a COI can show plenty of coverage and still be rejected because the names don’t match. Capture the required language verbatim and pass it on word-for-word.

How to use it

1. Get the required COI language from your property manager and paste it at the top of the sheet.
2. Add a row for every vendor who will enter the building — movers, furniture, IT, low-voltage.
3. Forward the language the day you book each vendor. COIs take longer to produce than people expect.
4. Don’t mark a row green until the PM has confirmed the COI is acceptable — not just received.

The structure

Vendor	Work	COI requested	Language sent	Additional insured correct	Submitted to PM	PM approved	Expiry	Status
ABC Movers	Move day	Jun 2	Yes	Yes	Jun 4	✓ Jun 6	Dec 2026	Done
Acme Furniture	Delivery/install	Jun 2	Yes	Pending	—	—	—	In progress
NetWire IT	Cabling	Jun 3	Yes	Yes	Jun 5	Awaiting	Aug 2026	Blocked

Status values: Not started · In progress · Blocked · Done.

Tips

• Approved, not just received. The only status that protects you is the building confirming the COI is acceptable.
• Watch expiry dates. A COI that lapses before move day is as useless as one you never got.
• Mirror it in your Open-Item Tracker. Any “Blocked” or “Awaiting” row is an open item with an owner and a next action.

See the full workstream: Property Manager & Building Rules.