What should a landlord check on a contractor's certificate of insurance?

What a certificate shows, and what it does not

The standard certificate form lists the insurer, the policy number, the dates and the limits for each type of coverage. It is issued by the contractor's insurance agent as a record of coverage at that moment. It does not guarantee the policy will stay in force, and it is not an endorsement that adds you to the policy. Treat it as the start of the check, not the end.

Six checks on every certificate

1. The named insured is the business you are hiring, with the same name that will appear on your agreement and on their W-9.
2. The policy period includes the dates the work will happen.
3. The coverage types match the job. General liability covers damage and injury to others; workers' compensation covers the contractor's own employees; automobile and umbrella may matter for larger work.
4. The limits are at least what you require. Decide a minimum before you ask and write it into the work agreement.
5. The insurer is named, so you can confirm the policy with the agent if the work is large.
6. Your name and address appear as certificate holder, so you are told if the policy is cancelled before it ends, where the form and the insurer provide for it.

Additional insured: what to ask for and why

Being "additional insured" means the contractor's liability policy extends to you for claims arising from their work, if the policy has been endorsed to do that. A certificate that only lists you as certificate holder does not do this. For bigger jobs, such as a roof, structural work or anything with height or heavy equipment, ask for the additional insured endorsement itself, not only the certificate line. Your own insurance agent can tell you what your policy requires and how to read the endorsement.

Small jobs and sole proprietors

A handyman doing a $150 repair may have no policy, and requiring one may be unrealistic. Decide by risk: a plumber opening walls or a roofer should carry coverage; a person replacing a light bulb is different. Whatever you decide, write it into your vendor routine so you treat every vendor the same way. Whether workers' compensation is required for a contractor or an employee depends on state law, so check your state's workers' compensation agency.

• Under a size you set: coverage preferred, a signed note that they carry their own insurance
• Above it: certificate required before work starts
• Structural, roof, electrical or gas work: certificate and additional insured endorsement

File it where you will find it

Save the certificate with the vendor's W-9 and agreement, and put the policy end date in your calendar so you ask for a new one. Keep the file for the period in IRS Publication 583 and for as long as an insurer or lender might ask, which the publication notes can be longer than the tax rules. See hiring vendors for the full vendor file.

Where DoorKeeping fits

DoorKeeping lets you keep documents with each vendor and send a job by a link the vendor opens without signing in. Keeping the certificate in the vendor's file means it is there when a work order is approved. DoorKeeping costs $2 per unit per month and gives no insurance advice.

Sources

1. IRS Publication 583, Starting a Business and Keeping Records, read Oct 30, 2026
2. IRS Publication 527, Residential Rental Property, read Oct 30, 2026

Questions

Is a certificate of insurance the same as being covered?

No. It summarizes a policy at one date. It does not change the policy or promise it stays in force.

What is the difference between certificate holder and additional insured?

A certificate holder receives the certificate. An additional insured is covered under the policy through an endorsement. Ask for the endorsement on larger jobs.

Do I need a certificate from every handyman?

Not necessarily. Set a rule by job size and risk, write it down, and apply it the same way to every vendor.