Sooner or later, almost every restaurant owner receives a request that starts with the words “please send us a certificate of insurance.” A landlord wants one before you sign a lease. A festival organizer wants one before you set up a booth. A vendor or delivery partner asks for one before you can work together. Knowing what these documents are, and what they are not, can save time and prevent surprises.
What a Certificate of Insurance Is
A certificate of insurance, often called a COI, is a one-page summary that shows the coverage a business has in place. It typically lists the insurance companies, policy numbers, policy periods, and limits for coverages such as general liability, workers’ compensation, and commercial auto. It is issued by your agent or insurer, usually at no charge or for a small fee.
A certificate is generally informational. It does not usually change the policy, and it is not itself the coverage. The policy’s actual terms control what is and is not covered, which is why careful readers look at more than the certificate alone.
What “Additional Insured” Means
Many requests go one step further and ask that the other party be named as an additional insured. This typically means the other party, such as your landlord or an event host, is added to your general liability policy by endorsement for certain claims connected to your operations. The goal is usually to give them a measure of protection if they are drawn into a claim arising from your business.
Additional insured status is not automatic and a certificate alone often does not create it. It generally requires an endorsement to the policy, and the wording of that endorsement may limit when and how the protection applies. If a contract requires additional insured status, ask your agent whether your policy can accommodate it and which endorsement is used.
Common Requests Restaurants Receive
Landlords often ask for general liability limits at a specified level, property coverage, and sometimes liquor liability if you serve alcohol. Event organizers and venues commonly want general liability, and may ask for liquor liability or workers’ compensation as well. Catering clients, delivery platforms, and vendors may request similar documentation, and some may also ask for a waiver of subrogation, which limits your insurer’s ability to pursue them to recover a claim payment.
Requirements vary widely, so every request is worth reading closely. Pay attention to required limits, the types of coverage, whether the other party must be named as additional insured, how long coverage must remain in force, and any notice-of-cancellation language.
Review Contract Insurance Language Before You Sign
Insurance requirements are often buried in leases, vendor agreements, and event contracts. Some ask for limits higher than a small restaurant carries. Others use broad indemnity language that may shift significant risk to you. It is much easier to ask questions before signing than after a claim.
Consider sending the insurance section of any contract to your agent before you agree to it. An agent can often tell you whether your current policy meets the requirement, whether an endorsement is needed, or whether the request is unusual. For legal questions about the contract itself, a business attorney is the right resource.
Keep Your Certificates Organized
Because policies renew every year, certificates can expire without anyone noticing. A landlord or venue may ask for an updated certificate at renewal, and some organizations track expiration dates closely. Keeping a simple list of who holds your certificates, what they require, and when they need refreshing makes renewals less stressful.
It also helps to tell your agent promptly when you take on a new lease, open a new location, add catering, or begin working with a new partner. Changes like these can affect what coverage you need and which endorsements may be required.
Ask an Independent Agent for Help
Handling certificate requests is a routine part of what an independent agent does. If you are facing a lease renewal, a new event contract, or a vendor who wants to be added to your policy, talk with an independent agent about what your current coverage may allow and what changes might be needed. A short conversation up front can keep a simple request from turning into a delay.
