📅 Published: June 10, 2026
Expired insurance certificates are easy to miss when there is no tracker. The problem usually starts small, then becomes urgent when a vendor is needed quickly and the paperwork is not current.
Quick answer
Track COI expiration dates, review them weekly, and follow up 30 days, 14 days, and 7 days before expiration when possible.
Track COI expiration dates, review them weekly, and follow up 30 days, 14 days, and 7 days before expiration when possible.
Follow-up timeline
| Timing | Action |
|---|---|
| 30 days before expiration | Send friendly renewal reminder |
| 14 days before expiration | Send second reminder and mark pending |
| 7 days before expiration | Escalate internally if needed |
| Expiration date | Move vendor to expired/pending status |
| After updated COI arrives | Save file, update tracker, confirm status |
Tracker columns
- vendor name
- service type
- COI expiration date
- last request date
- next follow-up date
- status
- document link
- notes
- internal owner
30-day reminder template
Template
Hi [Vendor], our records show your certificate of insurance expires on [date]. Please send an updated certificate 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 certificate when available so we can keep your vendor file current. Thank you.
Expired COI template
Template
Hi [Vendor], our records show your certificate of insurance has expired. Please send an updated COI so we can update your vendor file and approval status.
Hi [Vendor], our records show your certificate of insurance has expired. Please send an updated COI so we can update your vendor file and approval status.
Final thought
The best COI system is boring. It catches expirations before they become emergencies.
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