COI Management FAQs: Everything You Need to Know

What is COI (Certificate of Insurance) Management?

Certificate of Insurance (COI) Management is the systematic process of collecting, reviewing, verifying, tracking, and maintaining insurance certificates provided by tenants, vendors, contractors, and third parties to ensure they hold required insurance coverage as specified in leases or service contracts.

Why is COI Management important for landlords and property owners?

COI management helps landlords mitigate financial, legal, and compliance risks by ensuring that all parties operating on their property maintain valid and adequate insurance coverage. Without it, property owners face uninsured claims, lease violations, regulatory penalties, and exposure to unnecessary liability costs.

What services does RE BackOffice provide as part of COI Management?

RE BackOffice handles the complete COI lifecycle, including:

• Collecting certificates from tenants and vendors
• Verifying coverage types, limits, and compliance with lease clauses
• Tracking expiration dates and sending renewal reminders
• Flagging non-compliant or missing COIs
• Updating COI data in your lease management platform
• Generating real-time compliance reports and audit-ready documentation

What types of insurance policies are typically reviewed?

We verify common insurance policies such as:

• Commercial General Liability
• Property Insurance
• Workers’ Compensation
• Auto Liability
• Umbrella/Excess Liability
• Any additional coverage required in lease agreements or vendor contracts

How does COI tracking differ from COI management?

COI tracking primarily focuses on monitoring and tracking insurance certificates (e.g., expiration dates, renewals). COI management is broader; it includes collection, verification, compliance review, interpretation of lease clauses, notifications, and reporting.

How often are COIs monitored and reviewed?

COI compliance is continuously monitored. RE BackOffice performs ongoing tracking with scheduled audits, expiration alerts, and follow-ups to ensure coverage stays current and compliant throughout the lease or contract term.

What happens if a COI is expired or non-compliant?

If a COI lapses or fails to meet insurance requirements, we immediately notify you and initiate follow-up with the tenant or vendor to obtain valid coverage, protecting your property from risk exposure.

Can RE BackOffice manage COIs across large property portfolios?

Yes. Our COI management services are scalable and suitable for portfolios of all sizes, from individual properties to large national real estate holdings.

Will landlords have access to COI records and compliance status?

Absolutely. COI records are organized, stored, and easily accessible in a centralized system so landlords and property managers can view compliance status, generate reports, and prepare for audits at any time.

How does RE BackOffice verify that a COI is compliant?

Our team reviews each certificate to confirm:

• Correct policy types and limits
• Valid coverage dates
• Certificate holder and additional insured names
• Compliance with lease or contract insurance clauses
• Any endorsements or exclusions that impact coverage

What if a tenant or vendor refuses to provide a COI?

We proactively follow up with persistent reminders and escalate compliance issues so property managers can enforce lease requirements with documented proof of attempts to obtain mandatory insurance information.

Can RE BackOffice integrate COI data into my lease administration software?

Yes. We can enter and maintain COI information directly in your lease administration platform to ensure seamless access to data, accurate tracking, and audit-ready records.

How do I get started with COI Management?

Getting started is simple: contact RE BackOffice for a consultation. We’ll assess your current COI processes, design a tailored management solution, and begin streamlining your compliance and tracking workflows.

What makes RE BackOffice different from other COI services?

With nearly two decades of lease administration expertise, RE BackOffice doesn’t just track certificates; we interpret lease requirements, verify complex policy details, and proactively solve compliance challenges that automated platforms or basic COI tracking services often miss.