Certificate of Insurance Request Tracker
Two documents and three sheets that check what each client contract's insurance clause demands against the endorsements actually on your policy.
Free download · No account needed
Client Requirement Matrix
[Client / contract] — what the contract asks for versus what the policy has on file
Checked against the endorsement actually attached in Policy Register, not against the certificate.
| Requirement | Required? | Endorsement That Would Satisfy It | On File? | Status |
|---|---|---|---|---|
| — | — | — | — | — |
| — | — | — | — | — |
| — | — | — | — | — |
What the certificate alone cannot show
| Checkbox ticked | The producer's assertion that a status applies. Not the same document as the endorsement |
| Endorsement attached | The actual policy language, by ISO form number, that the checkbox is asserting exists |
A certificate lists coverage types and limits. It does not say which specific endorsement backs a checked box, or for how long that endorsement actually runs.
A certificate of insurance looks like proof. It lists policy numbers and limits and a checkbox for additional insured status, and most businesses treat it as the document that protects them once a client accepts it. ACORD's own certificate form disagrees: its printed note states that if the certificate holder needs additional insured status, the policy itself must carry that provision or be endorsed. A statement on the certificate does not confer those rights in its place.
Solstice Interior Finishes, a fictional flooring and interior-finishes subcontractor, runs three general contractor agreements at once: Meridian Builders, Ashford Construction, and Bellwether GC. All three require additional insured status while work is in progress, which its policy provides automatically through a blanket endorsement, ISO form CG 20 33, that triggers the moment a written contract asks for it. Two of the three, Meridian and Bellwether, also require that status to continue for two to three years after the work finishes, because a claim tied to a floor installed months earlier can still surface.
That endorsement's own text ends an additional insured's status once the work performed for them is complete, and nothing else on the policy picks up what it drops. Ten requirement lines run across the three contracts once the agreement each one actually signed is read clause by clause; Client Requirement Matrix checks every line against what Policy Register shows attached. Eight are met. Two are not, the same completed-operations clause twice, on the two projects that finished months ago and still sit inside the window their own contracts require.
What's in the pack
Policy Register
Every policy you hold, by insurer and limit, with every endorsement actually attached listed by its ISO form number rather than by coverage type alone.
Client Requirement Matrix
Every active contract's insurance clause, checked line by line against the endorsements on file, so a mismatch shows as a row instead of a denied claim.
Evidence Index
A plain-language summary of what each client's file actually shows and where it falls short, written after the matrix rather than guessed ahead of it.
Request Log
Who asked for evidence, when, what was sent, and when the certificate itself expires, so the next renewal cycle does not wait to be asked twice.
Request Response Note
A response template that names the endorsement actually on file rather than repeating a checkbox, and flags a gap before it goes out the door.
Insurance Evidence Expiry Sweep
A weekly agent that flags any live completed-operations gap, any policy expiring within 60 days, and any certificate that no longer matches the current term.
How to use it
- 1
Open in River, or download it
Install the pack so the agent builds the register and the matrix from your own policies and contracts, or take the blank Word and CSV files away and fill them in yourself.
- 2
Hand over your declarations pages
Every policy, and every endorsement actually attached by form number, not the coverage types you believe are included or what a past certificate implied.
- 3
Read each contract's own clause
What every active client, landlord or vendor agreement genuinely requires, including how long a completed-operations tail runs past the work's own end date.
- 4
See exactly where the two disagree
Client Requirement Matrix marks each line Met or GAP against what is actually endorsed, so a mismatch surfaces on a sheet instead of inside a denied claim.
Frequently asked questions
Is this template free?
Yes. Two documents and three sheets download as Word and CSV files with no signup and no credit card. "Edit with AI" is a separate, optional path for founders who want the agent to build the matrix from their own policies and contracts. The rest of the packs sit in the template library.
What format are the downloaded files?
Word documents (.docx) for the Evidence Index and Request Response Note, and CSV (.csv) for Policy Register, Client Requirement Matrix and Request Log, zipped together. They open natively in Word, Pages, Google Docs, Excel, Numbers and Sheets.
What does 'Edit with AI' actually do?
It creates a free River account and installs this exact pack as a private workspace. The agent asks for your policies and endorsements first, then for each active contract's actual insurance clause, and checks one against the other before anything gets marked Met.
What is the difference between a certificate holder and an additional insured?
A certificate holder just receives the certificate; an additional insured has actual rights under the policy, and those rights exist only if an endorsement grants them. A checked "ADDL INSD" box on a certificate is the producer's assertion that an endorsement exists, not the endorsement itself.
How do I know if a contract requires completed-operations coverage?
Read the insurance exhibit or clause itself for a phrase like "additional insured status shall continue for [N] years after completion of the work," then check that date against Policy Register rather than assuming a blanket endorsement covers it. Most blanket additional-insured endorsements only run while work is ongoing.
How is this different from the insurance renewal review or the compliance calendar?
The renewal review checks a new quote against your own claims before you buy it. The compliance calendar tracks recurring filings and licence renewals. This pack runs continuously against contracts you have already signed, checking what each one demands against the policy you already hold.
Find out which client contract your policy no longer actually matches
Download the blank pack as Word and CSV files, or open it in River and have the real requirement matrix built from your own policies and contracts.
Edit with AI