COI Tracking for Commercial Landlords
Commercial landlords collect insurance from two different relationships: service vendors and tenants. A vendor’s maintenance contract and a tenant’s lease may ask for different limits, entities and policy documents. Certy helps collect certificates, read their fields and remind contacts before policies expire. It fits a consistent baseline; keep lease-specific interpretation and property mapping in the leasing or property-management process.
A familiar handoff
Suppose a landlord renews a cleaning contract while a tenant assigns its lease to a new operating company. The cleaner needs an updated certificate, but the tenant file also needs the correct new entity and a review of the lease’s insurance terms. One generic “received” checkbox misses that difference.
Turn lease language into a document request
Identify the contracting tenant, landlord entity and any other parties the lease requires. Ask the broker to distinguish certificate holder wording from additional insured or property-interest requirements. Send a precise request using the tenant insurance checklist. Certy can compare certificate fields with the account baseline, but it does not interpret a lease or maintain a separate requirement schedule for each tenant.
Make collection easy for the contact
Add each relevant business as a record and send the private upload link to its authorized insurance contact. The recipient can provide a PDF or phone photo without creating an account. Review the extracted insured name, dates and limits against the document itself. If the insurance comes through a tenant’s parent company, ask the issuer how the actual lease entity is covered.
Follow renewals without losing the lease context
Use certificate reminders for the current policies and keep lease dates in the leasing system. A lease extension, assignment or change in use can require a new insurance review even when the certificate has not expired. Maintain an external mapping from the business record to the property and lease so the reviewer knows which agreement to consult when a renewal arrives.
Resolve deficiencies before accepting the file
A certificate may have the right limit but the wrong insured entity, or show liability when separate property evidence is requested. Ask for the specific missing document instead of requesting another identical COI. Preserve the broker’s response and any authorized lease exception in the leasing file, and update the certificate record after reviewing the replacement. Export vendor records when preparing an external reconciliation.
Prepare these records
- The executed lease or service-contract insurance schedule.
- Current liability certificates naming the correct business.
- Additional insured or property-interest documents required by the lease.
- Applicable employee coverage evidence for service contractors.
- Assignment, renewal and approved insurance-exception records.
Where Certy fits
Certy has one requirement set per account and no native lease register, property hierarchy or consolidated portfolio reporting. Different tenant and vendor requirements need an external review process or a system designed for those distinctions. Start by checking a certificate, then use Certy for the common collection and renewal baseline that the account can represent accurately.
Certy’s paid plans include certificate tracking. Free tools are available separately without signup; there is no free account tier. Review the current plan limits before importing your vendor list.