📅 Published: June 10, 2026
Asking for a COI should not turn into a long back-and-forth. The clearer your request, the easier it is for the vendor to send the right document.
Quick answer
Send a short message with the vendor name, property or company name, required document, deadline, and where to send it.
Send a short message with the vendor name, property or company name, required document, deadline, and where to send it.
New vendor COI request
Template
Hi [Vendor], before we can add you as an approved vendor, please send a current certificate of insurance and W-9. Please send the documents to [email] when available. Thank you.
Hi [Vendor], before we can add you as an approved vendor, please send a current certificate of insurance and W-9. Please send the documents to [email] when available. Thank you.
COI renewal request
Template
Hi [Vendor], our records show your certificate of insurance expires on [date]. Please send an updated COI when available so we can keep your vendor file current. Thank you.
Hi [Vendor], our records show your certificate of insurance expires on [date]. Please send an updated COI when available so we can keep your vendor file current. Thank you.
Missing document follow-up
Template
Hi [Vendor], just following up on the missing vendor documents for your file. We still need [document names]. Please send them to [email] when you can so we can update your status.
Hi [Vendor], just following up on the missing vendor documents for your file. We still need [document names]. Please send them to [email] when you can so we can update your status.
What to include in the request
- vendor name
- property or company name
- exact document needed
- deadline if there is one
- email address for documents
- who to contact with questions
Tracker columns
| Column | Purpose |
|---|---|
| Vendor | Who owes the document |
| Document needed | COI, W-9, license, agreement |
| Date requested | When you sent the email |
| Follow-up date | When to check again |
| Status | pending, received, expired, approved |
Final thought
Clear COI emails save time. The vendor should know exactly what to send and where to send it.
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