COI expiration: what happens when a certificate of insurance expires
A sub's certificate of insurance says the policy runs 01/15/2026 – 01/15/2027. On January 16, is the sub uninsured?
Probably not. Most policies renew. But you can't prove it anymore, and that's the real problem with COI expiration.
Certificates don't expire. Policies do.
A certificate of insurance is a snapshot. It shows the policies in force on the day the agent issued it, each with its own effective and expiration date.
- The certificate has an issue date. It doesn't expire on its own.
- Each policy on it has an expiration date. That's the date that matters.
Once a required policy passes its expiration date, the certificate stops proving anything about current coverage. That's what people mean by an expired COI.
The earliest date is the one that counts
A single ACORD 25 can list four or five policies with different dates:
| Policy | Expires |
|---|---|
| General liability | 03/01/2027 |
| Auto | 03/01/2027 |
| Umbrella | 03/01/2027 |
| Workers' comp | 11/15/2026 |
This certificate stops proving full compliance on November 15, 2026, not March. Tracking only the GL date is the single most common COI-tracking mistake. Learn to spot every date in how to read an ACORD 25.
What an expired COI means for you
- On the job: if the vendor's policy actually lapsed, injuries or damage from their work may fall on you and your insurer.
- At your workers' comp audit: if a sub's workers' comp isn't proven for the period they worked, your auditor may charge you premium for their payroll. See workers' comp audits and uninsured subs and estimate it with the workers' comp audit calculator.
- With owners and lenders: many prime contracts and management agreements require you to keep current certificates for everyone on site. An audit that turns up expired COIs is a contract problem.
What to do when a COI expires
- Request the renewal certificate. Email the vendor and, if you have it, the agent listed in the Producer box. Ask for a certificate showing the renewed policy period with the same holder, additional insured and waiver wording.
- Check it like a new one. Renewals change things: new carriers, lower limits, dropped endorsements. Recheck limits, ADDL INSD and SUBR WVD.
- Decide your rule for the gap. Many GCs don't allow a sub back on site until a current certificate is on file. Others give a short grace window. Pick one, write it into your subcontract, and apply it consistently.
- Escalate if the policy actually lapsed. If the agent confirms cancellation or non-renewal, stop work and talk to your broker about exposure for the uncovered period.
Don't count on a cancellation notice
The current ACORD 25 says notice of cancellation will be delivered "in accordance with the policy provisions." Most policies don't promise certificate holders any notice. See what a certificate holder does and doesn't get. The only reliable protection is tracking the dates yourself.
A simple renewal schedule
| When | What to do |
|---|---|
| 30 days before the earliest expiration | Ask the vendor for the renewal certificate |
| 14 days before | Follow up and copy the agent |
| 7 days before | Final reminder. Warn that site access depends on it |
| On expiration | Mark the vendor as expired and enforce your rule |
| Weekly after | Keep asking until a current COI is on file |
Automate the chase
That schedule is exactly what Certy runs automatically. Every vendor gets a private upload link, and Certy reads each certificate and finds the earliest expiration date among required policies. It emails the vendor 30, 14 and 7 days before it, then weekly while the COI is missing or expired. Your dashboard shows who's compliant, expiring, expired or missing.
This article is general information, not legal or insurance advice.
Frequently asked questions
Do certificates of insurance expire?
Not exactly. The certificate is a snapshot on the day it was issued. The policies listed on it have expiration dates, usually one year after the effective date. Once the earliest required policy passes its expiration date, the certificate no longer proves current coverage.
Does an expired COI mean the vendor has no insurance?
Not necessarily. Most policies renew. But you can't know that without a new certificate showing the renewed policy period. Until you get one, treat the vendor as unverified.
How often should I request a new COI?
At every policy renewal, which is at least once a year, and again if your requirements change or the vendor changes insurers. Start asking 30 days before the earliest expiration date.
Is there a grace period after a COI expires?
There's no standard grace period for certificates. Some companies allow vendors a short window to send the renewal certificate, but that's an internal policy, not an insurance rule.