Building COI Requirements: What They Are, Why They Matter, and How to Request Them

When you move into or out of an apartment, condo, or office building, one of the most common (and confusing) requests you’ll hear from the management office is: “We need a COI from your movers.” This document, known as a Certificate of Insurance, is absolutely essential for protecting both you and the building. Knowing what building COI requirements mean, what needs to be included, and exactly where to request them will save you time, avoid last-minute move cancellations, and keep you fully protected on moving day.

What Is a COI and Why Do Buildings Require It?

COI stands for Certificate of Insurance. It’s a standardized document issued by an insurance company or broker that summarizes a company’s insurance coverage. In the context of moving, it shows that your movers have the proper liability and workers’ compensation insurance to work inside your building.

Why buildings insist on a COI

Property managers and building owners require COIs for several key reasons:

• Liability protection: If a mover damages walls, elevators, doors, or lobby furniture, the building wants proof that there’s insurance to cover the cost.
• Worker safety: If a mover is injured on-site, the building doesn’t want to be held financially responsible. Workers’ compensation coverage protects against this.
• Risk management policies: Many large management companies, condos, and co-ops have strict insurance standards for any contractor who sets foot in the building.
• Compliance with lenders or owners: Building owners, investors, or lenders often require evidence that vendors (like movers) meet specific insurance thresholds.

Without a valid COI that meets your building’s requirements, your move can be delayed or outright refused at the door, even if your movers show up on time.

Key Elements of Standard Building COI Requirements

While every building is a little different, there are common elements you’ll see again and again in building COI requirements. Understanding these terms will help you request the right details from your moving company or vendor.

Typical insurance coverages listed on a COI

• General Liability Insurance – Covers property damage and bodily injury caused by the movers’ operations. Usually required by buildings.
• Automobile Liability Insurance – Covers the mover’s trucks while on the property (damage caused by the vehicle).
• Workers’ Compensation – Covers injuries to the moving company’s employees while working on-site.
• Employer’s Liability – Protects the employer (moving company) in case of employee injury lawsuits.
• Umbrella or Excess Liability – Additional liability coverage above and beyond standard policy limits; often required by high-end or commercial buildings.

Common coverage limits requested by buildings

Coverage “limits” refer to the maximum amount the insurance company will pay on a covered claim. Your building will usually specify minimum limits. Here’s what many residential and commercial buildings ask for:

Coverage Type	Typical Minimum Limit	Notes
General Liability	$1,000,000 per occurrence / $2,000,000 aggregate	Most common building requirement
Automobile Liability	$1,000,000 combined single limit	Applies to trucks and vehicles on property
Workers’ Compensation	Statutory limits	As required by state law
Employer’s Liability	$500,000 – $1,000,000	Varies by building and state
Umbrella/Excess Liability	$2,000,000 – $5,000,000	Often required for large or Class A buildings

Your specific building may ask for more or less than these examples. Always rely on the exact written requirements provided by your management office.

Important COI Terms: Additional Insured, Certificate Holder, and Waiver of Subrogation

Building COI requirements usually go beyond simple coverage limits. The “fine print” matters. Here are the most important terms you’ll see and what they mean for your move.

Certificate holder

The certificate holder is the party that receives and is named on the COI document. For your move, this is typically:

• The building name and address
• The property management company
• Sometimes both, listed on separate lines

Example:

Certificate Holder:
ABC Management Company
On behalf of 123 Main Street Condominium
123 Main Street
Seattle, WA 98101

Additional insured

Many buildings require that they be added as an additional insured on the mover’s liability policy. This extends certain protections from the mover’s policy to the building, in case of claims arising from the mover’s work.

On a COI, you might see language such as:

• “ABC Management Company and 123 Main Street Condominium are included as Additional Insured with respect to General Liability as required by written contract.”

Waiver of subrogation

A waiver of subrogation prevents the moving company’s insurer from trying to recover (or “subrogate”) money paid out on a claim from the building or its insurer, under certain circumstances.

On a COI, this might appear as:

• “Waiver of subrogation in favor of the Certificate Holder applies to General Liability and Workers’ Compensation when required by written contract.”

Primary and non-contributory wording

Some buildings require the mover’s policy to respond first (primary) before the building’s policy, and not share the loss (non-contributory). This can appear as:

• “Coverage is primary and non-contributory with respect to the Certificate Holder.”

If your building uses any of these phrases in their COI requirements, you must share the exact wording with your moving company so their insurance broker can match it.

Where to Find Your Building’s COI Requirements

Before you even schedule your movers, it’s smart to find out exactly what your building expects. Here’s where to look for COI requirements and how to get them quickly.

1. Building or property management office

The most reliable source is your management or leasing office. You can:

• Email the management company and ask for “current COI requirements for movers or contractors.”
• Call the front desk or superintendent and request that they email you the building’s standard COI template or spec sheet.
• Ask for move-in/move-out guidelines – the COI section is often included in this packet.

2. Your lease, rider, or condo/HOA documents

Some landlords and associations include COI language right in the lease or in a move-in rider. Look for sections labeled:

• “Move-in/Move-out Procedures”
• “Contractor Insurance Requirements”
• “Vendor Insurance”

3. Building website or resident portal

Many larger buildings and management firms have digital resident portals where you can download:

• Move-in instructions
• Freight elevator reservation forms
• COI requirement sheets or sample COIs

4. Office property manager (for commercial tenants)

If you’re moving an office, your company’s office or facilities manager will usually have:

• The building vendor packet
• Insurance requirements for contractors
• A sample COI with all required wording

Wherever you get it from, always request the COI requirements in writing—not just verbally. Then, you can forward that exact document to your moving company.

How to Request a COI From Your Moving Company

Once you have your building’s specific requirements, you’re ready to request a COI from your movers. This process is straightforward when you work with an experienced, professional moving company.

Step-by-step COI request process

Use this simple checklist to make sure nothing gets missed:

1. Book your mover first. Most companies only issue COIs after you’ve scheduled a move and provided basic information (date, address, contact details).
2. Collect your building’s written requirements. This might be a PDF, email, or template COI with notes.
3. Email the requirements to your mover. Include:
   • Your full name and contact info
   • Move date and time window
   • Building name and address
   • Any exact wording required (e.g., “additional insured,” “waiver of subrogation”).
4. Confirm turnaround time. Ask how long it will take to have the COI issued—most professional movers can get it done within 24–48 hours.
5. Have the COI sent directly to your building (and to you). Many buildings prefer to receive it directly from the mover or their insurance agent.
6. Verify with the building. Reach out to your management office to confirm they’ve received and approved the COI.

Information your mover will need to issue a COI

To avoid delays, gather this information before you contact your moving company:

• Full legal name of the building or association
• Management company name (if different from the building)
• Complete mailing address
• Who should be listed as:
  • Certificate holder
  • Additional insured (if required)
• Any required phrases (e.g., waiver of subrogation, primary and non-contributory)
• Specific coverage limits required

When you’re ready to schedule with a moving company that’s used to handling COIs for residential and commercial buildings, reach out to a professional team like United Local Movers for help coordinating everything smoothly.

Sample COI Requirement Language You Might See

Every building uses slightly different wording, but most fall into a familiar pattern. Here are some sample snippets so you can recognize what you’re looking at.

Residential building COI example

A typical apartment or condo building might require language like:

• “Contractor shall maintain Commercial General Liability Insurance with limits of $1,000,000 per occurrence and $2,000,000 aggregate.”
• “ABC Management Company and 123 Main Street Condominium shall be named as Additional Insured under the contractor’s General Liability policy.”
• “Contractor shall maintain Workers’ Compensation insurance as required by state law and Employer’s Liability with limits of $500,000.”
• “A Waiver of Subrogation in favor of ABC Management Company and 123 Main Street Condominium shall apply to General Liability and Workers’ Compensation.”

Commercial office building COI example

Office buildings often add higher limits and extra requirements:

• “Contractor shall maintain Umbrella Liability Insurance with a minimum limit of $5,000,000 per occurrence in excess of General Liability and Automobile Liability.”
• “Coverage shall be primary and non-contributory with any insurance maintained by the Owner, Property Manager, or their affiliates.”
• “Thirty (30) days’ written notice of cancellation shall be provided to the Certificate Holder.”

When you see this type of language, you don’t need to interpret or rewrite it yourself. Just forward it directly to your mover and ask for a COI that “meets the attached building requirements.”

Common Problems With COIs and How to Avoid Them

Even small errors can cause headaches on moving day. Here are typical problems that come up with COIs—and how to prevent them.

Problem 1: Wrong name or address on the COI

Issue: The building or management company isn’t named correctly, or the address is wrong.

Solution: Double-check spelling, suite numbers, and full legal names when you send the info to your mover. Compare the final COI to your building’s requirements before forwarding it.

Problem 2: Missing “additional insured” language

Issue: The building requires additional insured status, but the COI doesn’t say they’re included.

Solution: Highlight “additional insured” in your building’s requirements when sending them to your mover so their insurance broker can add the proper wording.

Problem 3: Coverage limits too low

Issue: The mover’s policy limits don’t meet the building’s minimum requirements.

Solution: Ask your mover early in the process if they can meet those limits. Reputable movers often carry robust coverage. If not, you may need to choose a different mover or ask the building if there’s flexibility (sometimes there isn’t).

Problem 4: COI delivered too late

Issue: The building requires the COI 24–72 hours before the move, but it’s sent last minute.

Solution: As soon as your move date is confirmed, request COI requirements and forward them to your mover. Set a personal deadline at least 3–5 business days before moving day.

Problem 5: Building never confirms receipt

Issue: You assume everything is fine, but the building didn’t receive or approve the COI, leading to delays on moving day.

Solution: Once the COI is sent, follow up with the building office to confirm it’s approved and that your freight elevator reservation is locked in.

COIs for Different Types of Moves: Residential vs. Commercial

Not all COIs are created equal. Requirements can vary significantly depending on the type of property.

Residential buildings (apartments, condos, co-ops)

For residential moves, buildings typically focus on:

• General liability coverage
• Workers’ compensation
• Reasonable limits (often $1–2 million)
• Additional insured status for the building and management

High-end condos or co-ops in major cities may add:

• Umbrella coverage requirements
• Stricter wording around waivers and primary coverage
• Specific elevator and loading dock rules tied to the COI

Commercial and office buildings

Office buildings and commercial properties usually have:

• Higher required limits (often $5 million umbrella)
• More detailed language around indemnification and additional insured status
• Broader definitions of who needs to be protected (owner, manager, landlord, affiliates)
• Longer notice periods for policy cancellation

If you’re coordinating an office move, loop in your company’s facilities or legal team early to make sure all requirements are met.

Best Practices to Make COI Requests Smooth and Stress-Free

With a little planning, COI requirements don’t have to be overwhelming. Here are practical tips to keep everything on track.

1. Start the COI conversation early

As soon as you reserve your move date:

• Ask your building for COI requirements
• Send them to your moving company within 24 hours
• Ask your mover when you can expect the COI

2. Use email and keep everything in writing

Keep a simple paper trail:

• Request requirements from the building in writing
• Forward those to your mover with a clear subject line like “COI request for [Move Date] – [Building Name]”
• Save the final COI and approval email from the building

3. Double-check before moving day

One to two days before your move, confirm:

• The building has the COI and has approved it
• Your move time and freight elevator reservation are confirmed
• Any building-specific rules (floor protection, loading dock use) are clear to your movers

4. Work with movers who handle COIs all the time

Experienced moving companies deal with COI requests daily. They know how to interpret building requirements and coordinate with their insurance brokers quickly. When you choose a reputable mover like United Local Movers, you can:

• Share your building’s requirements and let them handle the details
• Rely on them to provide accurate, compliant documentation
• Reduce the risk of building access issues on move day

How United Local Movers Helps With Building COI Requirements

For many customers, the COI is the most confusing part of the move. A professional moving company makes it simple by guiding you step by step and communicating directly with building management when needed.

What a professional mover can do for you

• Review COI requirements: Help you understand whether their coverage meets your building’s standards.
• Coordinate with their insurance broker: Ensure correct wording, limits, and additional insured language are included.
• Send COI directly to your building: Many management offices prefer documentation straight from the source.
• Help avoid schedule conflicts: By getting the COI approved in advance, movers can help ensure smooth building access.

If you’re planning a move and need help navigating building COI requirements, reach out to a trusted, insured moving company such as United Local Movers. Their team can walk you through the process, issue the right documentation, and coordinate with your building so you can focus on everything else that comes with moving.

Final Thoughts: Make COIs Part of Your Moving Checklist

Building COI requirements are not just red tape; they’re a standard risk management tool that protects you, your property, and your building. By understanding what a COI is, where to request the requirements, and how to work with your moving company to get the right documentation in place, you can:

• Avoid last-minute move cancellations
• Ensure your movers are properly insured and professional
• Keep your building manager confident and cooperative
• Enjoy a smoother, less stressful moving day

Put “COI requirements” on your moving checklist alongside booking the elevator, reserving parking, and updating your address. With the right preparation—and the right moving partner—you can handle this step quickly and confidently, and keep your move on schedule.