How to Set Up Certificate of Insurance Expiration Reminders

A certificate of insurance (COI) reminder system has one job: start the renewal conversation early enough that a new certificate can be requested, received, and reviewed before the old date passes.

Pick stages with slack

A practical default is 30, 14, 3, and 0 days before expiration, plus an overdue follow-up a week after. Thirty days gives the subcontractor time to contact their broker; the later stages create urgency without daily noise. Whatever stages you choose, send each stage once per certificate period - duplicates train people to ignore you.

What a good reminder contains

The subcontractor and company name, the document name, the expiration date on file, and a clear next step: where to send the updated certificate. Keep the tone administrative and helpful. A tracking reminder is not a coverage determination, and your message should not claim otherwise.

Log everything

Record every attempt, its stage, and the provider outcome. When a client asks what you did about an expiring certificate, the log is your answer. Subtavia does this automatically, with pause controls for subcontractors who have already renewed through another channel.

All guides · Start Your Free Pilot

Subtavia tracks document statuses and dates you record. It does not verify insurance, interpret policies, or provide legal advice.