Why Your Certificate of Insurance Gets Rejected and How to Fix It

Was your certificate of insurance rejected recently on one of the major contractor compliance platforms? Want to know why your certificate of insurance keeps getting rejected and how to fix it? We can help. 

Managing Certificates of Insurance (COIs) can feel like navigating a maze, especially when you’re trying to stay compliant with platforms like ISNetworld®, Avetta®, or Veriforce®. If you’re a contractor or small business owner on these platforms, you’ve likely experienced the headaches of COI rejections, resubmissions, and rising insurance premiums.

Why does this happen? And more importantly, how can you avoid these setbacks? This guide breaks down the most common reasons your certificate of insurance gets rejected and provides actionable solutions so you can get back to focusing on what you do best. 

Why COI Compliance Matters as a Contractor 

Certificates of Insurance serve as proof that you’re carrying the necessary insurance to perform contracted work. For contractors, meeting insurance requirements is crucial to securing projects and maintaining working relationships with hiring clients. This is the number one reason for failure in prequalification on contractor compliance platforms like ISNetworld® and Avetta®. Non-compliance with these requirements can result in:

• Contract Delays: Missing insurance proofs or COI errors can delay approvals, impacting your ability to start or finish jobs. 
• Suspended Accounts: Compliance platforms or hiring clients flag non-compliance, potentially pausing your ability to work. 
• Lost Contracts: Persistent non-compliance may cost you valuable work opportunities. 

Understanding why COIs get rejected and how to address these issues can save you time, money, and unnecessary stress. 

Why Was My COI Rejected?

Certificates of Insurance (COIs) are often rejected due to a combination of strict compliance requirements and minor errors that can easily be overlooked. Whether it’s a missing detail, incorrect formatting, or a mismatch with client expectations, these issues can cause delays and frustration. Understanding the root causes of rejection is the first step toward preventing them.

Some common reasons include:

• Failing to meet specific insurance limits or coverage types required by the client.
• Missing endorsements like “Additional Insured” or waivers of subrogation.
• Errors in formatting, such as typos or incorrect policy language.
• Submitting expired policies or failing to update COIs before renewal deadlines.

Below, we list the most common reasons your certificate of insurance gets rejected and offer solutions on fixing your rejected COI.

The Most Common Reasons Your Certificate of Insurance Gets Rejected 

Rejections are often due to overlooked details or complex requirements. Here are the top reasons certificates get flagged, paired with ways to ensure they meet your hiring client’s standards. 

1. Incorrect Insurance Limits or Missing Coverages 

Each hiring client has unique insurance requirements enforced by compliance platforms. You may need anything from General Liability to more specialized coverages like Pollution Liability or Umbrella Insurance. 

• Problem: Your COI doesn’t reflect the required coverage or limits, commonly for policies like auto liability or professional liability. 
• Solution: Review your hiring client’s specific insurance requirements before providing your COI. Work with an experienced broker who understands compliance platform nuances. 

2. Formatting Errors or Missing Wording 

COI rejections can occur over technicalities like incorrectly formatted certificates or missing required policy language. Compliance platforms can even flag tiny mistakes like misplaced commas or typos. 

• Problem: Missing “Additional Insured” language, waivers of subrogation, or incorrect endorsements are frequent culprits. 
• Solution: Double-check all formatting against your hiring client’s guidelines. Use a compliance expert like Safety Services Company to help verify every detail before submission. 

3. Policy Expiration or Renewal Overlap 

Expired insurance policies or failure to update a COI before expiration are common issues. Compliance platforms automatically flag lapses as non-compliance. 

• Problem: Contractors often miss renewal deadlines, leading to account suspensions or project holds. 
• Solution: Track insurance expiration dates and submit renewals well in advance. If you’re managing multiple policies, consider using automated tools or professional assistance. 

4. Missing Additional Insureds or Waivers 

Many hiring clients require themselves to be listed as Additional Insureds on your policy and expect endorsements like primary/non-contributory clauses or waivers of subrogation. 

• Problem: These additions aren’t standard in typical insurance policies and can be overlooked during submission. 
• Solution: Request these endorsements explicitly when working with your insurance provider. Consider partnering with compliance experts like Safety Services Company to ensure all specific requirements are covered. 

5. Multiple Clients with Conflicting Insurance Requirements 

If you’re working with multiple hiring clients, you may face overlapping but conflicting insurance demands.

• Problem: One client may require $1M in auto liability, while another requires $2M. Tailoring COIs for different clients can become overwhelming. 
• Solution: Partner with a compliance expert who can handle multiple client requirements, adjusting COIs for each based on specific needs. 

6. Expensive Premiums for High Limits 

High-limit insurance requirements can strain small-to-mid-sized contractors. Coverages like Umbrella Liability or specialized policies like Pollution Insurance can quickly add to costs. 

• Problem: Finding affordable coverage that meets all compliance standards can feel impossible. 
• Solution: Work with brokers specializing in contractor compliance. They’ll understand the nuances of your industry and negotiate policies that offer coverage without breaking your budget. 

How to Fix Rejected COI Compliance for Good 

If you’ve faced ongoing COI challenges, consider these steps to simplify and streamline your compliance process: 

1. Work with a Knowledgeable Insurance Broker 

Partner with insurance brokers who have experience navigating contractor compliance platforms like ISNetworld® and Avetta®. They understand hiring client requirements, making it easier to secure the right endorsements and limits from the start. 

2. Review All COIs Before Submission 

Never submit a COI blindly. Double-check each certificate for formatting, additional insureds, endorsements, and policy wording. Compliance experts can review these for accuracy. 

3. Set Up Automated Reminders for Renewals 

Don’t risk a lapse in compliance from an expired policy. Use tools or services that track renewal dates and send reminders, ensuring COIs are updated on time. 

4. Leverage Compliance Support Services 

Instead of juggling compliance tasks alone, partner with experts who specialize in managing contractor accounts. We work directly with your insurance provider to create tailored COIs that meet every requirement. 

5. Consolidate Policies to Simplify Coverage 

If you face conflicting requirements from multiple clients, work with a broker to consolidate coverage into a master policy that satisfies overlapping needs. 

6. Educate Your Team 

Ensure everyone in your organization understands COI compliance expectations. Provide training on submitting accurate COIs and responding to rejection notices quickly. Need additional safety training? We have you covered there.

Partner with Experts (Like Us) and Stay Compliant 

Navigating COI compliance as a contractor doesn’t have to feel like an uphill battle. With over 20 years of experience, Safety Services Company has helped 100,000+ contractors achieve full compliance with complicated regulations while saving time and reducing stress. 

By partnering with us, you’ll benefit from a team of experts who:

• Review your hiring clients’ insurance requirements and work directly with your insurance broker or provider. 
• Create error-free COIs and manage submissions for you. 
• Track renewals and ensure your compliance record stays spotless. 

Was your COI rejected? If so, it can delay your projects for weeks. Even a single rejected COI can cause issues and delays. Don’t lose valuable time trying to fix compliance challenges alone. Not only do we review your hiring clients’ insurance requirements and work directly with your insurance agent to ensure every detail is accurate and compliant, but we can also manage your contractor compliance accounts on platforms like ISNetworld®, Avetta®, and Veriforce®.

Fill out the form below and get the support you need so you can get back to focusing on growing your business.