📅 Published: June 10, 2026
A certificate of insurance is not a one-time file. It expires. If nobody tracks expiration dates, a vendor can look fine in the folder but be out of compliance when work starts.
Quick answer
Track vendor name, policy type, expiration date, certificate holder, limits, received date, and renewal follow-up status.
Track vendor name, policy type, expiration date, certificate holder, limits, received date, and renewal follow-up status.
COI tracker columns
| Column | Purpose |
|---|---|
| vendor name | who the COI belongs to |
| insurance type | general liability, auto, workers comp, etc. |
| expiration date | when coverage ends |
| certificate holder | who is listed on the COI |
| limits | coverage amount if required |
| received date | when document arrived |
| renewal reminder date | when to follow up |
| status | current, expiring soon, expired, missing |
| notes | issues or special requirements |
Simple renewal workflow
- Review expirations weekly.
- Follow up 30 days before expiration.
- Send a second reminder 14 days before expiration.
- Mark vendor expired if no current COI is received.
- Save the renewed COI using a consistent file name.
Common mistakes
- tracking only received date, not expiration date
- saving COIs with random file names
- not checking certificate holder
- not tracking workers comp separately
- not marking expired vendors clearly
Final thought
A COI tracker is boring until it saves you from a missing insurance problem.
Need vendor paperwork cleaned up?
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