Vendor COI renewal checklist

Keep document collection, follow-up, and decisions in one repeatable process.

A certificate of insurance is a record to track; it does not establish coverage sufficiency. This checklist does not determine insurance requirements or compliance.

1. Maintain one active vendor list. Use stable identifiers, remove duplicates, and record which locations each vendor serves.
2. Attach your approved requirement list. Have your organization and qualified advisers define it. Record its version and the owner of each decision.
3. Inventory records. Log document type, received date, recorded expiration date, and source location. Do not infer coverage from a date.
4. Set your renewal schedule. Choose an initial request window and reminder intervals that suit your organization. Assign responsibility for failed deliveries.
5. Record each request and response. Use an agreed stopping point for routine follow-up and report unresolved items.
6. Separate facts from judgments. Missing records and recorded dates are administrative facts. Coverage interpretation goes to your broker; vendor approval stays with your organization.
7. Report open decisions. Show the next action, its owner, and how long it has been waiting. A silent queue is not a completed process.
8. Check the export. Reconcile counts and preserve sources and decision history under an agreed retention policy.

See the fictional report format →