Short answer
A certificate of insurance for proposal packages is usually a general certificate. It shows your current coverage and limits without naming a certificate holder or adding endorsements, so it suits proposals and RFPs. Once a client hires you or asks to be named, request a certificate made out to them, with any additional insured or waiver wording their contract requires. Keep the general one current at every renewal. Whether a policy responds depends on its wording and the facts.
General vs. holder-specific certificates
A general certificate lists your policies, limits and policy periods. The certificate holder box is often blank or reads “evidence of coverage.” It tells a reviewer that you carry insurance and at what limits.
A holder-specific certificate names a particular party in the certificate holder box. It may also include additional insured status or waiver of subrogation wording, if your policy allows it and the contract requires it.
Use the general version while you compete for work. Request the specific version once you win the job or the client asks to be named. Standard forms such as the ACORD certificate of liability insurance follow the same layout either way.
Our article on how to read a certificate of insurance explains each box. Our article on certificate holder vs. additional insured explains why the two roles differ.
What a proposal certificate should not include
A proposal certificate should show only what your policy provides. Avoid adding wording that promises more than the policy delivers. A certificate that names an additional insured, for example, should reflect an endorsement actually on the policy.
A certificate is a summary of coverage. It does not change the policy. Our article on why the certificate is not the coverage explains why the policy wording controls.
If a client’s proposal request asks for specific endorsements, tell your agent early. Your agent can confirm what your policy offers before you submit anything that implies more.
Renewal timing
An expired date on a certificate is a common reason proposals get flagged. A reviewer who sees a policy period that ended last month may assume you have no current coverage.
Request an updated general certificate after every renewal. Replace the old one in your proposal folder. A short calendar reminder at renewal keeps your proposal library current.
Some firms also keep a copy of the current declarations page ready. Ask your agent whether that is useful for the proposals you pursue.
The spam folder problem
Certificates usually come from an agency’s automated system. Email filters often send those messages to spam. An office manager who waits for a certificate and never sees it may assume it was never sent.
Fixing this takes a minute. Add your agent’s certificate address to your safe senders list. Ask your agent which address certificates come from. If you expect one and do not see it, check spam before you ask for a resend.
Questions to ask your agent
These questions can start the conversation:
- Can you send me a general certificate after every renewal?
- Which address will my certificates come from?
- How quickly can you issue a holder-specific certificate?
- Does the client’s wording match what my policy provides?
What we see at Hardcover
An architecture firm asked for a general proposal certificate and a holder-specific one on the same morning. Both went out that day. The client found them in spam days later and thought we had never sent them.
We now remind clients to add our certificate address to their safe senders list. It is a small step that prevents a lot of confusion.
Related questions
Can I get a general certificate for proposal purposes, and one made out to the property owner?
Yes, in most cases. Ask your agent for both. The general certificate suits the proposal. The holder-specific certificate names the owner and may include required wording if your policy allows it.
What is a general certificate of insurance?
Proof of your current coverage and limits without a specific certificate holder or added endorsements.
Can I use the same certificate for every proposal?
Usually, until your policy renews. After renewal, ask for an updated one.
Why didn’t I receive my certificate?
Check spam. Certificates often come from automated agency systems.
General education, not legal advice. Hardcover is an insurance agency, not a law firm.