Certificate of insurance (COI) expiration tracker template
A free spreadsheet template and a quick expiry checker, so you always know which subcontractor's insurance has lapsed or is about to.
1. Download the CSV template
Opens in Excel, Google Sheets or Numbers. It has three example rows (replace them with your own) and works as a plain tracker on its own.
Download COI tracker template (.csv)Columns:
holder,holder_type,document_type,title,expires_on,reference,issuer,contact_email,notes
2. Check how many days are left
What to track for every certificate of insurance
A COI is only useful if it is current and shows the right coverage. For each subcontractor or vendor, keep these details in one place:
- Holder: the company or person the insurance belongs to.
- Coverage type: general liability (GL), workers' compensation (WC), commercial auto, and umbrella or excess if your contracts require it.
- Policy number and insurer: so you can verify the policy if needed.
- Effective and expiry dates: the expiry date is what drives your follow-up.
- Additional insured: yes or no, if your contract requires you to be named.
- Certificate holder: your business name and address as shown on the certificate.
Our importer has columns for holder, type, policy number, insurer, expiry date and contact email. Put the additional insured and certificate holder details in the notes column. Ask for a renewed certificate 30 to 45 days before the expiry date, because chasing a subcontractor on the day it lapses is too late. Check the certificate against what your contract requires, including coverage limits. This template is a tracking aid, not legal or insurance advice.
Frequently asked questions
How often should I collect new COIs?
Whenever a policy renews, which is usually once a year. Track each policy's expiry date and request the new certificate ahead of time.
Does the template work in Google Sheets or Excel?
Yes. Open the CSV in either and keep adding rows. Dates are in YYYY-MM-DD format, which sorts correctly.
Can I import this file into CertExpiry later?
Yes. The columns match the CertExpiry importer exactly, so you can upload the file as it is when you outgrow the spreadsheet.
Do you store the names and dates I enter in the checker?
We don't save them in our database. The checker only calculates the result for this page, and we count that the tool was used without keeping what you typed. Avoid entering anything sensitive.