Certificate of Insurance Management

Overview

Managing Certificates of Insurance (COIs) efficiently is critical in commercial insurance operations. Momentum AMS provides a streamlined, end-to-end process that covers receiving requests, aligning with policy coverage, preparing the certificate, distributing it properly, and handling endorsements.

This guide outlines the full lifecycle of certificate management — helping your team remain compliant, consistent, and responsive to certificate requests.

✅ Step 1: Record the Certificate Request

All COI requests must first be logged to ensure timely response and traceability.

Actions:

Access the Insured’s Record
Log in to Momentum AMS and use the global search bar at the top to locate the insured by name, policy number, or other identifying information.
Click on the insured’s name in the search results to open their Details page.

Choose Notes or Service Requests
Once on the insured’s Details page:

• If you’re documenting internally, go to the Notes tab.

• If you’re processing this as a formal client request, go to the Activity History tab, select Service Requests and add a new request.

Create the COI Request Entry
Title the entry:
COI Request – [Holder Name]

Include the Following Details

• Deadline / Urgency — e.g., “COI – Rush” if needed within 24 hours.

• Request Source — Email, portal submission, form, phone call, etc.

• Required Language — Additional Insured, Waiver of Subrogation, or other special wording.

• Link to the Correct Policy — Make sure the note or request is tied to the policy with the correct coverage period.

Add a Summary Note
Example:
COI request for [Holder Name] recorded on [Date] – due by [Due Date]

Apply Tags for Tracking

• COI – Standard for normal turnaround.

• COI – Rush for urgent requests.

✅ Step 2: Align the COI with Policy Coverage

Ensure the certificate reflects the actual policy details — including limits, effective dates, and endorsements.

Actions:

• Open the policy in Momentum AMS

• Confirm coverages match the request:

  • Additional Insured endorsement?

  • Waiver of Subrogation?

  • Primary/Non-Contributory language?

• If missing, initiate an endorsement workflow

• Add Note:
  "Policy coverage verified for COI – all required endorsements present"
  Tag: COI – Coverage Verified or COI – Needs Endorsement

✅ Step 3: Prepare and Send the Certificate

Once policy coverage is verified, you can send the certificate to either a Certificate Holder (standard third party) or an Additional Interest (named on the policy). Both processes are done directly from the insured’s profile, using the proper workflow based on the holder type.

Option A: Send Certificate to a Certificate Holder

Use this process when the holder does not need to be listed on the policy — they just require proof of insurance.

Steps:

1. Go to the Insured’s Profile

2. Click Send Certificate (top right)

3. Select the appropriate Master Certificate template (e.g., ACORD 25)

4. In the Certificate Holder dropdown:

   • Select an existing holder

   • Or click Add New Certificate Holder to create one

5. Complete the Description of Operations or use a template

6. Confirm contact details and delivery method

7. Click Send to email or generate the certificate

✅ The selected holder will now be saved and listed under Master Certificates → View Holders

Option B: Send Certificate to an Additional Interest

Use this process when the holder needs to appear on the policy (e.g., as an Additional Insured, Loss Payee, or Mortgagee).

Steps:

1. Go to the Insured’s Profile → Additional Interests tab

2. Add the Additional Interest (if not already listed)

   • Include type (AI, LP, etc.), address, and applicable policies

3. Once saved, click Actions → Send Certificate next to the interest

4. Select the Master Certificate template

5. Fill in Description of Operations and confirm delivery

6. Click Send

All issued certificates can be tracked under Documents → Certificates Sent

Notes and Tags:

After sending the certificate, record a note:

"Certificate sent to [Holder Name] on [Date] – via [Email/Download] using template [ACORD 25]"
Tag: COI – Sent or COI – Delivered

✅ Step 4: Distribute the Certificate

Timely and accurate distribution ensures client satisfaction and reduces rework.

Actions:

• Send via email directly from Momentum AMS

• If using a portal (e.g., myCOI or CompNet), attach PDF and upload

• Use a clear subject line:
  "Certificate of Insurance for [Insured] – [Project Name]"

• Confirm receipt:

  • Email read receipt

  • Portal confirmation

  • Phone follow-up if required

• Add Note:
  "Certificate sent to [Holder] on [Date] – delivery confirmed"
  Tag: COI – Sent or COI – Delivered

✅ Step 5: Process Endorsements (if required)

Some COI requests include requests for coverage modifications. These must be endorsed by the carrier or MGA.

Actions:

• Review if COI request includes:

  • Additional Insured

  • Waiver of Subrogation

  • Primary/Non-Contributory status

• If needed, create a Service Request and submit to carrier

• Once the endorsement is issued:

  • Upload updated declarations or endorsement doc

  • Generate new COI with updated language

  • Resend to the certificate holder and insured

• Add Note:
  "Endorsement [Type] processed – updated COI sent to [Holder] on [Date]"
  Tag: COI – Endorsement Completed

Best Practices for COI Management

• Always use a Master Certificate for each insured

• Store all COIs under Documents → Certificates Sent

• Resend certificates from the Certificates Sent tab rather than reissuing

• Use certificate description templates to ensure consistent wording

• Archive outdated holders or interests rather than deleting

• Regularly audit pending COI requests and confirm delivery status

• Tag and note every step for compliance and reporting