Insurance and Certification Evidence Pack
Two documents and two sheets that check every certificate, tax form and registration against what each request actually names, not just its expiry date.
Free download · No account needed
Document Register · requirement match, 7 September
All six documents below are current. Four would still bounce back from procurement.
| Document | Status by date | What was asked | Verdict |
|---|---|---|---|
| Umbrella liability | Current, 140 days left | $5,000,000 minimum | $3,000,000 held, 60% of the ask |
| Cyber liability | Current, 99 days left | $3,000,000 minimum | $2,000,000 held, 67% of the ask |
| General liability | Current, 140 days left | CG 20 10 endorsement | Claimed on certificate, unconfirmed on policy |
| Commercial auto | Current, 140 days left | Primary & non-contributory wording | Claimed on certificate, unconfirmed on policy |
Nothing above has lapsed. Every gap here is invisible to a check that only reads the expiry box.
2 of 6 clear the actual ask
Two dollar limits short of the stated minimum, two endorsements claimed but unconfirmed, zero expired dates. An expiry-only tracker would show all six rows green today.
Every certificate-of-insurance tracker watches one thing: the expiry date, with a reminder before it lapses. That catches the certificate that lapsed last month. It misses the far more common failure: a certificate that has not expired, sent against a contract asking for a limit or endorsement the policy does not actually carry. Vendor compliance guidance names a missing endorsement as the most common cause of a rejected certificate, ahead of an expired date. The security questionnaire beside it checks answers against evidence; nothing checks a certificate against the figure it was asked to meet.
So this pack checks three things per document against the request's own wording, not a generic assumption: the limit, the endorsement, and the entity name. In the worked example below, all six documents are current by their own date, and only two actually clear what was asked. An umbrella policy held at three million dollars against a five-million-dollar contract minimum is sixty percent of the ask, not compliance with it. A certificate marking additional-insured status with a checkbox is a claim; the endorsement itself, commonly form CG 20 10, has to confirm it.
Not every gap here closes inside this pack. A limit shortfall or an unconfirmed endorsement goes to the broker, on the broker's own timeline; drafting the ask is as far as a document can go. A stalled deal blocked on an engineer's queue instead of a broker's is a different problem, priced and escalated on its own. The audit reports, policies and pen test summaries this register skips keep their own coverage periods in the trust package; everything else sits in the template library and the tool index.
What's in the pack
Match the Requirement, Not the Date
The method itself: check every document against the limit, the endorsement and the entity name a request actually states, not only its own expiry box.
Document Register sheet
Every certificate, tax form, certification and registration held, with real limits, which endorsements are confirmed versus only claimed, and days of validity left.
Request Log by Customer sheet
Every incoming request checked line by line, with the specific dollar gap or missing endorsement named against whichever document it was measured against.
Evidence Index
The plain-language overview of everything held, by type, and everything a customer has asked for that does not exist yet.
Request Response Note
The note format that goes back to procurement: confirmed items first, then every real gap in their own terms with the fix and the owner already attached.
How to use it
- 1
Open in River, or take it blank
Open the pack in River and send it what you hold, or download the Word documents and CSV sheets and fill them in yourself.
- 2
Load what you hold and what was asked
Every certificate, tax form and registration, plus the actual contract clause or procurement email naming the limit or endorsement wanted.
- 3
Check the limit, the endorsement, the name
Each document gets measured against the specific figure or field a request named, not against its own expiry date alone.
- 4
Send what matches, fix what's short
Matched documents go out as-is. Anything short gets a response note naming the gap and the broker request already in motion.
Frequently asked questions
Is this template free?
Yes. Two Word documents and two CSV sheets, downloaded as a zip, no signup. River is the optional half: it reads what you hold and what was requested, checks limits and endorsements, and drafts the response note. The rest of the packs sit in the template library, and single-output jobs in the tool index.
How is this different from a certificate-of-insurance tracker or expiration reminder?
Those tools watch one date and alert before it passes, which is real and worth doing. This checks a different failure: a certificate that has not expired at all, sent against a limit or an endorsement the policy does not carry. Both problems are real; only one shows up on an expiry calendar.
Why would a current certificate still get rejected?
Because a certificate is a broker's summary, not proof of coverage. An additional-insured checkbox is a claim; the endorsement itself has to be confirmed on the policy separately, and a limit even one dollar under the contract's stated minimum fails regardless of how current the date is.
Where does the required limit or endorsement come from?
From the actual contract clause, procurement email or questionnaire wording, not a generic assumption that a customer wants "a COI." A request silent on limits or endorsements cannot be checked against anything specific, and the log says so rather than inventing a threshold.
What about a certification or registration with no printed expiry?
It gets tracked by validity window instead. A certificate of good standing usually carries no expiry of its own. Requesters typically treat it as current only within a window they set, often 90 days from issue, and the register tracks that window rather than a date that does not exist.
Does this replace working with our insurance broker?
No. This finds the specific gap and drafts the ask; the broker still quotes the higher limit, confirms the endorsement, or reissues the certificate. What changes is the ask arriving as a named figure and a named form instead of a general request to "check our coverage."
Find out which of your current documents would still bounce back
Take the Word documents and CSV sheets blank, or open this exact pack in River and let it check your documents against what was actually asked first.
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