Free COI tracking spreadsheet template

A free spreadsheet for tracking vendor certificates of insurance: one row per vendor, one column for each date and limit that can go wrong, and room to note what you asked for and when.

Download the spreadsheet (CSV)

Opens in Excel, Google Sheets and Numbers. Includes one example row to delete. Free, no email needed.

The columns

• Vendor
• Contact name
• Contact email
• Agent email
• Tier
• GL insurer
• GL each occurrence
• GL aggregate
• GL end date
• Auto limit
• Auto end date
• Workers comp end date
• Umbrella limit
• Umbrella end date
• Additional insured on file
• Waiver of subrogation on file
• Last checked
• Checked by
• Status
• Last asked
• What we asked for

Set it up in five minutes

1. Open the file and save it as an Excel workbook or a Google Sheet.
2. Format the end date columns as dates.
3. Add a rule that colours an end date red when it is within 30 days of today. In Google Sheets: Format, Conditional formatting, "Date is before", "exact date", with the formula =TODAY()+30.
4. Keep the certificate PDFs in one folder, named the same way as the vendor column.
5. Pick one person to own it, and a day each week to look at the red cells.

Keeping it honest

• Update every coverage at renewal, not just the end date. New insurers and new policy numbers mean new endorsements to check.
• Only mark "Okay to work" after checking the certificate against your requirements. Our requirements template and 5-minute check help.
• Write down every request in the "Last asked" columns, so anyone can pick up the follow-up.

When the sheet starts taking hours a month, read spreadsheet or software for the signs it's time to switch.