A COI is a document (an ACORD 25 form) that summarizes a moving company’s insurance policies. The building requires it to ensure coverage in case property is damaged or someone is injured during the move.
You do not purchase the COI yourself; the moving company requests it from its broker or insurance agent. Most issues arise from incorrect details (legal name, addresses, additional insured information, special wording, dates).
What Is a COI (Certificate of Insurance) in Moving?
A Certificate of Insurance (COI) is a document that briefly confirms a moving company has active insurance coverage and outlines the key details: policy types, coverage limits, and effective dates. Most commonly, you’ll see it issued as a standard form (many buildings expect the “certificate” format used by insurance agents).
What the COI Actually Does
- Shows that the mover carries general liability insurance (for damage to someone else’s property)
- Indicates whether workers’ compensation coverage is in place (for employee injuries)
- May include auto liability (for vehicles) and, in some cases, umbrella/excess coverage
- Identifies the certificate holder and, when required, any additional insured parties
What the COI Is Not
- It is not insurance coverage for your belongings (furniture, electronics, boxes). That falls under valuation coverage or cargo coverage and must be discussed separately with the mover.
- It does not mean the mover guarantees there will be no damage; it simply confirms that an insurance policy exists that may respond if a covered incident occurs.
Why Buildings Require a COI (And Why It’s So Strict in NY)
Many clients assume that a COI equals insurance for their personal belongings. It does not. A COI is a document required by the building to protect its own interests (common areas and legal liability).
The Real Reasons
- Property protection
If the elevator, doors, walls, or floors in common areas are damaged, the building wants confirmation that a liability policy is in place that can respond.
- Injuries
If a mover is injured inside the building, management wants to avoid being held responsible. That’s why many buildings explicitly require proof of workers’ compensation coverage.
- Management policies and procedures
Condos and co-ops operate under strict guidelines. The COI is often the first step in their approval process (elevator reservations, time windows, protection requirements, and sometimes a security deposit).
What Happens If You Don’t Have an Approved COI
- Your move-in time slot will not be confirmed
- You may be denied access to the freight elevator (if available)
- The move can be delayed or stopped at the entrance
- Indirect costs may arise: lost time, rescheduling fees, building penalties
Why It’s More Strict in New York
In New York City, most moves take place in condos and co-ops with formal management, clearly defined rules, and a higher risk of damage in high-rise buildings. Repair costs can be significant, and the legal environment is active.
For this reason, professional NYC moving companies must treat the COI as an essential part of the process. Issuing an accurate and timely COI is considered an operational standard.
What Information Appears on a COI and How to Verify It
| Section | What It Means | Why It Matters |
| Named Insured | The full legal name of the moving company | Must match exactly the company you contracted |
| Certificate Holder | The entity receiving the certificate (building or management) | Must be written exactly as the building requires |
| Additional Insured | The building and/or management listed as additional insured parties | Very commonly required in NYC |
| General Liability | Coverage limit for damage to third-party property | Typically a minimum of $1,000,000 |
| Workers’ Compensation | Insurance covering employee injuries | Almost always mandatory |
| Auto Liability | Liability coverage for vehicles used | May be required depending on the building |
| Policy Effective Dates | The policy validity period | Must include your moving date |
| Special Wording | Clauses such as waiver of subrogation or primary and noncontributory language | Some buildings explicitly require this wording |
Quick Pre-Submission Checklist
Verify the following:
- The moving company’s legal name is written correctly and in full.
- The certificate holder matches exactly the instructions provided.
- The building and management are listed if additional insured is required.
- The general liability limit meets the minimum requirement.
- Workers’ compensation is listed and active.
- The policy dates are valid on the moving day.
- Any required special wording is included.
COI vs. Valuation vs. Cargo Insurance
Confusion between these concepts is very common. They serve different purposes.
COI
- A document showing what insurance coverage the moving company carries.
- Required by the building.
- Not an insurance policy for your belongings.
Valuation Coverage
- The form of liability offered by the moving company for transported items.
- May be basic coverage or full value protection.
- Applies in case of loss or damage to your belongings.
Cargo Insurance
Cargo insurance is a commercial policy carried by the moving company to protect goods while in transit. It is not the same as the valuation coverage offered to customers under federal moving regulations.
How the COI Issuance and Approval Process Works
Without your administrative involvement, the document can be rejected or delayed. Below is the actual process.
1. You Receive the Requirements from the Building
Request the following in writing:
- The building’s full legal name
- The management company’s name (if different)
- The exact address
- The minimum required liability limits
- Whether additional insured status is required
- Whether special wording is required (waiver of subrogation, primary and noncontributory)
- The deadline for submitting the COI
Without this precise information, the mover cannot issue the document correctly.
2. You Send the Requirements to the Moving Company
Provide the mover with:
- The document outlining the building’s requirements
- The moving date
- The scheduled time window
- The full address
The moving company then forwards these details to its insurance broker.
3. The COI Is Issued by the Company’s Broker
The broker verifies:
- Active policies
- Coverage limits
- The required wording
The Certificate of Insurance is then issued in accordance with the building’s requirements.
4. You Review the Document Before Submission
Even if the mover issues it, it is recommended that you verify:
- The building’s name is written exactly as required
- Management is included if requested
- The coverage limits meet the stated requirements
- The moving date is covered
- Any required special clauses are included
5. The COI Is Submitted for Approval
The document is sent to management or the board. Do not consider the move confirmed until you receive official approval.
Most Common Reasons a COI Is Rejected
- Incorrect legal name of the building
- Management company not listed as additional insured when required
- Coverage limits below the required minimum
- Missing or expired workers’ compensation coverage
- Policy dates that do not include the moving day
- Missing required special wording
- Incorrect or incomplete address
Red Flags When Choosing a Moving Company
A professional mover issues COIs regularly. If problems arise at this stage, it is a warning sign.
Risk Indicators
- The company says it cannot issue a COI.
- There is no active workers’ compensation coverage.
- Documents are issued with repeated delays and no clear explanation.
- They do not understand terms such as additional insured, waiver of subrogation, or primary and noncontributory.
- They refuse to include the wording required by the building.
- They send a generic COI without reflecting the specific requirements provided.
What a Professional Mover Should Do
- Request the exact building requirements before issuing the COI.
- Verify the accuracy of legal names and addresses.
- Issue the document in a timely manner.
- Correct any rejections promptly.
In NYC, issuing a COI is considered a standard operational requirement for moves in managed buildings, condos, and co-ops.
FAQ: Certificate of Insurance (COI) for Moving
What is a COI for moving?
A Certificate of Insurance is a document issued by the moving company’s insurance agent or broker confirming that the company has active policies (general liability, workers’ compensation, etc.). It is frequently required by NYC buildings before a move.
Who provides the COI — me or the moving company?
The COI is issued by the moving company’s broker or insurance agent, not by the client.
Do I have to pay extra for a COI?
Generally, no. Issuing a COI is part of the standard operations of a professional moving company. Exceptions may apply if the building requires highly specific wording or unusual coverage limits.
How long does it take to get a COI?
For standard requirements, it can be issued quickly. If special clauses or additional limits are required, the process may take longer. It is recommended to request the COI a few days before the move.
Why does my building require additional insured?
The building wants to be included as an additional protected entity under the mover’s general liability policy in case damage occurs to common property.
What does waiver of subrogation mean?
It is a clause in which the mover’s insurer waives the right to seek reimbursement from the building after paying a claim. Some co-ops and condos explicitly require this wording.
What does primary and noncontributory mean?
It means the mover’s policy responds first in the event of a claim, without seeking contribution from the building’s insurance policies.
Does a COI protect my furniture?
No. A COI protects the building and confirms the mover’s insurance coverage. Protection for your belongings falls under valuation coverage or cargo insurance.
What happens if my COI is rejected?
The building may block the move until the document is corrected. A revised COI must be issued with the requested changes.
Do all NYC buildings require a COI?
Not all, but most buildings with management, a freight elevator, or strict moving policies require one.
Can a mover refuse to provide a COI?
A professional moving company should be able to provide a COI. If a company refuses or is unable to do so, it is a red flag.
Bibliography
- Allegany Insurance Group. (n.d.). ACORD 25 – Certificate of Liability Insurance (fillable form).
- Invest Program. (n.d.). Certificate of Liability Insurance – Instructions
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