The "No COI, No Entry" Risk
Imagine this: It’s moving day. The truck pulls up, the crew is ready, and you are excited to get into your new home. But then, the building manager stops the movers in the lobby. Why? Because you didn't provide a COI.
Whether you are moving locally down the street or relocating across the country, a Certificate of Insurance (COI) is often the golden ticket to getting into the building. Without it, reputable high-rises, condos, and luxury complexes will simply refuse entry to the moving crew.
Here is what a COI is, why your building manager demands it, and how to get one quickly from your moving provider.
What is a Certificate of Insurance (COI)?
A Certificate of Insurance is a document issued by an insurance company that proves a business (in this case, the moving carrier) has valid liability insurance.
It is not insurance for your boxes (that’s separate valuation coverage). Instead, the COI assures the building management that if the movers scratch the marble floor in the lobby, dent the elevator doors, or cause property damage, the moving company’s insurance policy will cover the repairs.
Why Do Buildings Require It?
Property managers are responsible for maintaining the building's condition. Professional moving involves heavy furniture, dollies, and tight corners.
-
Liability Protection: If a mover gets injured on the property or damages the building, the owners want to ensure they aren't sued.
-
Vetting: Requiring a COI filters out unprofessional, uninsured "rogue" movers who might not follow safety protocols.
Note: Most high-rise buildings and large complexes will NOT reserve the service elevator for you until they have a compliant COI on file.
How to Request a COI (Step-by-Step)
The good news is that you don't have to pay for this, and you don't have to write it yourself. However, you do need to act as the middleman between your building and the movers.
Step 1: Ask Your Building Management for a "Sample COI"
Contact the management office of the building you are moving out of AND the building you are moving into.
-
For Local Moves: You might need one for both locations.
-
For Long Distance: Ensure you check the requirements for your destination building well in advance, even if you haven't arrived there yet.
Ask them for their "COI Requirements" or a "Sample Certificate." They will give you a document showing exactly how the Certificate Holder box must be filled out.
Step 2: Send the Requirements to Us
Once you have the sample or the requirements, email them to your moving representative immediately. Do not just send the address; the "Certificate Holder" language must be exact, letter-for-letter.
Step 3: Processing
Your moving team will forward the request to their insurance broker. The broker generates the PDF document, and the movers will email it back to you (or directly to your building manager).
Step 4: Confirmation
Forward the final PDF to your building manager to ensure it meets their approval and to finalize your elevator reservation.
Common COI Mistakes to Avoid
1. Waiting Until the Last Minute
Insurance brokers usually need 24 to 48 hours to process a COI request. If you ask for it on the morning of the move, the truck might be sitting idle while you wait for paperwork. Aim to settle this at least 3 business days before your move.
2. Incorrect "Certificate Holder" Details
Buildings are picky. If the legal name of the building is "Grand View Towers LLC" and the COI says "Grand View Apartments," the manager might reject it. Always use the sample provided by the management.
3. Forgetting the Origin Building
People often remember the COI for the new fancy apartment but forget that their current building might need one too. Check with both.
FAQ: Frequently Asked Questions
Does a COI cost extra money?
Generally, no. Reputable professional movers provide COIs free of charge as part of their service. If a company tries to charge you a fee just to produce proof of insurance, that is a red flag.
What if my building requires a specific insurance limit?
Most luxury buildings require General Liability coverage of $1,000,000 to $2,000,000. We work with carriers who carry policies that meet or exceed the requirements of strict residential buildings.
Do I need a COI for a private house?
Usually, no. COIs are typically required only for managed properties with elevators, concierges, or strict HOA rules. However, it never hurts to ask your landlord or HOA board.
Pair Your Preparation with Professional Help
Avoid denied access or last-minute delays. Ensure your move is handled by fully insured, COI-ready professionals who know the ins and outs of vertical logistics.