Get the renewed COI before the old one expires.
Three ready-to-send emails for property managers chasing vendor insurance renewals. Replace the bracketed details, attach your approved requirements, and give each request a clear due date.
1. First renewal request
Subject: Updated certificate of insurance for [Vendor name]
Hi [Name], Our file shows that [coverage type] for [Vendor name] expires on [expiration date]. Please send the renewed certificate of insurance and the endorsements listed in the attached requirements by [response due date]. The certificate holder is [legal entity and address]. Please have your broker use the vendor's exact insured name and include the current policy dates. Reply to this email with the documents, or ask your broker to send them to [inbox]. If the renewal is still being issued, send the expected delivery date so we can plan the follow-up. Thank you, [Name] [Property / management company]
2. Follow-up when the packet is missing
Subject: Follow-up: insurance renewal for [Vendor name]
Hi [Name], We are following up on the renewal request sent on [request date]. We still need [specific document or endorsement] for [Vendor name]. The current [coverage type] expires on [expiration date]. Please send the missing item by [response due date], or connect us with the broker handling the renewal. Our requirements are attached again for reference. Thank you, [Name]
3. Final reminder before expiration
Subject: Insurance renewal due [response due date] — [Vendor name]
Hi [Name], The [coverage type] on our vendor file expires on [expiration date], and the renewal packet is still incomplete. The outstanding items are [specific missing items]. Please send those items by [response due date]. If you cannot meet that date, reply today with the broker's contact details and the expected delivery date. We will review the completed packet against our requirements before updating the vendor's status. Thank you, [Name]
Make each follow-up easy to act on.
Name the missing item. Assign one owner. Record the last request and the next follow-up date. Track the earliest expiration across the policies you require; a later general liability date does not keep an earlier workers’ compensation policy current.
A practical renewal schedule
Choose a schedule that fits your contracts and workload. A starting point is an initial request 45 days before expiration, a follow-up at 30 days, and a final reminder at 7 days. These are operating intervals, not legal notice periods. Review your requirements with your broker or adviser.
These emails ask for documents. They do not bind insurance coverage, and they do not change rights under the contract.
Keep your vendor COIs in one place.
Start with 10 vendors free. Add a vendor, upload the certificate, and keep the renewal date and outstanding items on the vendor file.