A Certificate of Insurance (COI) is a document that provides proof of insurance coverage, often required when movers are hired to work in buildings, particularly in large residential complexes or commercial spaces. This document confirms that the moving company has the appropriate insurance to cover any potential damages or liabilities during the move. Here’s what you need to know about obtaining and providing a COI for movers:

1. Why is a Certificate of Insurance Needed?

  • Building Requirement: Many buildings (especially condos, co-ops, or office buildings) require movers to provide a COI before they are allowed to perform a move. This is to ensure that any damages to the building or common areas are covered by the moving company’s insurance policy.
  • Protection: A COI ensures that both the moving company and the customer are protected in the event of an accident, injury, or property damage during the move.

2. What Information is Included in a COI?

A standard COI typically includes the following information:

  • Moving Company Information: Name, address, and contact details of the moving company.
  • Insurance Details: The types of insurance policies (e.g., general liability, workers’ compensation, auto insurance) the moving company holds.
  • Coverage Limits: The amount of coverage provided by each policy (e.g., $1 million general liability coverage).
  • Named Insured Parties: The COI often lists the building, property manager, or landlord as an “additional insured” party for the move.
  • Policy Dates: The start and expiration dates of the insurance policies.
  • Insurance Provider: The name and contact details of the insurance company providing coverage.

3. Types of Insurance Typically Covered in a COI

  • General Liability Insurance: Covers damage to the building or property during the move, such as scratches on walls, broken elevators, or damage to common areas.
  • Auto Insurance: Covers any accidents or damages caused by the moving truck or vehicle during transport.
  • Workers’ Compensation Insurance: Covers injuries sustained by the moving company’s employees during the move.
  • Cargo Insurance: Covers the customer’s personal belongings that are being transported.

4. How to Obtain a Certificate of Insurance

  • Request from Your Moving Company: Most professional moving companies are accustomed to providing a COI upon request. You should inform the moving company that you need a COI as soon as you book the move, especially if your building requires it.
  • Details to Provide: When requesting a COI, be ready to provide details about the building or property management, including the address, building name, and contact details for the property manager or building office. This ensures the COI names the correct additional insured parties.

5. Steps for the Moving Company to Issue a COI

  • Contact Insurance Provider: The moving company will contact their insurance provider to issue the COI.
  • Customized Information: The COI will be customized to reflect the details of the building where the move is taking place and include specific coverage as required by the building’s management.
  • Provide to Building Management: Once the COI is issued, it can be forwarded to the building management or property office before the move date to ensure compliance with their policies.

6. Things to Check with the Building Management

  • Coverage Amounts: Confirm with the building management how much insurance coverage is required. For example, some buildings may require $1 million in liability insurance, while others may ask for higher or lower amounts.
  • Additional Insured: The building will likely require to be named as an “additional insured” on the COI, meaning they are covered by the moving company’s insurance for any claims related to the move.
  • Delivery Timeline: Ask when the COI needs to be submitted, as some buildings require it a few days before the move.

7. Potential Issues

  • Uninsured Movers: If a moving company cannot provide a COI, it may be a red flag that they do not have adequate insurance. Consider hiring a more reputable company.
  • Last-Minute Requests: Avoid requesting the COI at the last minute. Processing a COI can take a day or two, so plan ahead to prevent any delays in your move.

Sample COI Request Email to a Moving Company

Subject: Request for Certificate of Insurance (COI) – [Move Date and Address]

Dear [Moving Company Name],

I hope this message finds you well. I am writing to request a Certificate of Insurance (COI) for my upcoming move scheduled on [Date of Move] at [Building Name/Address].

Please ensure that the COI includes the following:

  • [Building Name]
  • [Property Management/Building Owner’s Name]
  • [Building Address]
  • [Contact Details for the Property Manager]

The building requires proof of general liability insurance and workers’ compensation insurance with coverage of at least [Required Amount] and for the building/property to be listed as an additional insured party.