A certificate of insurance, or COI, is a short document that summarizes a moving company’s insurance policies, including the policy types, policy numbers, dates, and limits. Condo associations often require one before approving a move because they want proof the mover carries liability coverage if the mover damages a lobby, hallway, or elevator during the move.
As a resident, get the building’s exact requirements in writing, share them with your mover early, and make sure the building approves the certificate before moving day. Keep one limit in mind: a certificate summarizes coverage. It does not change the mover’s policy, and it does not mean any particular claim will be paid.
What a Certificate of Insurance Shows
Most liability certificates in the United States use the ACORD 25 form. It typically lists:
- The insured business, which is the moving company
- The insurance agency or broker that issued the certificate
- Each insurer providing coverage
- The types of coverage, such as commercial general liability, automobile liability, umbrella or excess liability, and workers’ compensation and employers’ liability
- Policy numbers, effective dates, and expiration dates
- Coverage limits for each policy
- A description of operations, where details such as the building or move date can be noted
- The certificate holder’s name and address
The form states that the certificate is for information only, gives the certificate holder no rights, and does not amend, extend, or alter the coverage provided by the policies. In other words, the policy controls. The certificate is a snapshot of it.
Why Condo Buildings Ask Movers for a COI
Movers carry heavy furniture through spaces shared by every owner. If a dolly gouges a lobby floor or a mover is injured in a hallway, the association wants to know the moving company has insurance that can respond, instead of relying only on the resident. A certificate lets management confirm that before the truck arrives.
Requirements vary from building to building. Two condos on the same street can require different coverage types, limits, and wording. Some ask only for proof of general liability. Others also require auto liability, workers’ compensation, an umbrella policy, or special endorsements. Never assume a certificate that worked for one building will work for another.
Who Requests, Issues, and Receives the Certificate
| Role | Who usually fills it | What they do |
|---|---|---|
| Sets the requirements | Condo association or property management company | Decides what coverage, limits, and wording are required, and approves or rejects the certificate |
| Coordinates | You, the resident | Gets the requirements in writing, shares them with the mover, and tracks approval |
| Requests the certificate | The moving company | Sends the building’s requirements to its insurance agent or broker |
| Issues the certificate | The mover’s insurance agent, broker, or insurer | Prepares the certificate and, if needed, arranges any endorsement on the policy |
| Receives the certificate | Building management, listed as the certificate holder | Reviews it against the requirements and approves the move |
What to Ask Your Building Management
Ask for the requirements in writing. A sample certificate from the building is the most useful thing you can get. Make sure you know:
- The exact legal name and mailing address to list as certificate holder
- Whether any party must be named as an additional insured, and the exact names, such as the association, the management company, or the building owner
- Which coverage types are required and the minimum limit for each
- Whether the building needs a copy of the additional insured endorsement, not just the certificate
- Any special wording, such as a waiver of subrogation or primary and noncontributory language
- Whether the unit number, move date, or building address must appear in the description of operations
- Where to send the certificate and the deadline for receiving it
- How long approval takes and how you will be notified
- Move days and hours, elevator reservations, padding rules, deposits, and fees
If you are moving between two condos, ask both buildings. You may need two separate certificates.
Certificate Holder vs. Additional Insured
These two terms are often confused, and the difference matters.
| Certificate holder | Additional insured | |
|---|---|---|
| What it means | The party that receives the certificate as evidence of the mover’s coverage | A person or organization added to the mover’s policy so it has certain protection under that policy |
| How it is created | By listing the name and address in the certificate holder box | Through the policy itself, usually by an additional insured endorsement |
| Rights under the policy | None from the certificate alone | Defined by the endorsement, often limited to liability arising from the mover’s work |
| What to ask for | A certificate with the correct holder name and address | Confirmation that the policy includes the required additional insured provision, and a copy of the endorsement if the building asks |
The ACORD 25 form states that if the certificate holder is an additional insured, the policy must include additional insured provisions or be endorsed, and that a statement on the certificate does not replace that endorsement. Typing “additional insured” on a certificate does not create the status. Some policies include a blanket endorsement that applies when a written contract requires it. Others need a specific endorsement naming the building. Either way, the mover’s agent must confirm it, which can take time, so ask early.
Liability Coverage Is Not Protection for Your Belongings
A building’s COI request covers the mover’s liability to the building and others. It doesn’t tell you how your furniture and boxes are protected. That is a separate question with different rules.
- Moves within Florida: State law requires registered movers to carry at least $10,000 in liability insurance per shipment for loss or damage caused by the mover’s negligence, or an approved bond or certificate of deposit for movers with two or fewer vehicles. A mover cannot limit its liability for your goods below 60 cents per pound per article, and it must disclose any limitation and any optional valuation coverage in writing before the move.
- Interstate moves: Federal rules require movers to offer Full Value Protection and Released Value. Released Value pays no more than 60 cents per pound per article. Under that option, a 25-pound television would be worth $15 in a claim.
- Your own policy: Ask your insurance agent whether your condo unit-owner or homeowners policy covers belongings in transit or in storage.
Common Reasons a COI Needs to Be Corrected
- The certificate holder’s name or address does not match the building’s instructions exactly.
- Additional insured status is required, but the policy has no matching endorsement, or the endorsement copy is missing.
- A limit is lower than the building requires.
- A required coverage type, such as workers’ compensation or umbrella liability, is missing.
- A policy expires before the move date.
- The insured name does not match the moving company’s legal name or the name on your contract.
- Required details, such as the unit number or move date, are missing from the description.
- The certificate went to the wrong person or arrived after the deadline.
A Step-by-Step Checklist for Condo Residents
- Contact building management as soon as you have a target move date.
- Get the move rules and certificate requirements in writing, along with a sample certificate if one exists.
- Send the requirements to each mover you are considering. Ask whether they can meet every item, how long the certificate will take, and whether any endorsement or fee applies.
- Book the mover and reserve the elevator and loading area for the same date and time.
- Ask the mover to request the certificate from its insurance agent, using the building’s exact wording.
- Compare the certificate to the requirements line by line before you submit it.
- Submit it before the deadline and get the building’s approval in writing.
- Tell the mover the certificate is approved, and keep a copy available on moving day.
- Repeat the process for your destination building if it is also a condo.
- After the move, ask management how to request your deposit back if they collected one.
Moving Into or Out of a Condo on the Emerald Coast?
When you request a free moving estimate, include your building’s written insurance requirements and move rules so we can review them before we schedule your date. You can also read more about local moving services, condo moves, and when to book movers when building approvals are involved.