Insurance Curator Certificates of Insurance (COIs) are a daily operational necessity for HVAC contractors in the United States. A properly completed COI reduces bid friction, prevents payment delays, and insulates your business from contract disputes. This guide provides ready-to-use COI templates, explains mandatory endorsements and common pitfalls, and gives examples tailored to major U.S. markets (Los Angeles, Houston, New York). Links to vetted sources and practical pricing examples are included.
Why COI templates matter for HVAC contractors
- Speed: Standardized templates let your office produce COIs in minutes for routine jobs.
- Compliance: Ensures your COI meets client or municipality minimums (and avoids rework).
- Risk control: Proper endorsements (additional insured, waiver of subrogation, primary & non-contributory) close coverage gaps that can otherwise expose your firm.
For verification workflows, see: Reading a COI: How HVAC Contractors Verify Coverage Quickly and Accurately.
Standard COI template: Fields every HVAC contractor should include
Below is a checklist and a sample COI field layout you can copy into your agency’s template system.
- Insured (Name & address of HVAC contractor)
- Producer (Insurance agent/broker name, phone, email)
- Certificate Holder (Client name & address; include job site if different)
- Policy types, numbers, effective & expiration dates:
- General Liability (Commercial General Liability)
- Automobile Liability (All owned, hired & non-owned)
- Workers’ Compensation (state-specific statutory coverage)
- Employer’s Liability
- Umbrella / Excess (if applicable)
- Professional Liability (if offering design/spec services)
- Policy limits (per occurrence / aggregate)
- Endorsements included (Additional Insured, Waiver of Subrogation, Primary & Non-Contributory)
- Description of operations / project details (include job address, contract number)
- Authorized representative signature and date
Sample field table:
| Field | Example |
|---|---|
| Insured | ACME HVAC, LLC — 123 Main St, Los Angeles, CA 90001 |
| Producer | Westside Insurance Agency — (213) 555-1234 |
| Certificate Holder | Metro Mall Owner, 456 Commerce Ave, Los Angeles, CA 90017 |
| General Liability | Policy #: GL-987654 — Effective: 01/01/2026 — Exp: 01/01/2027 — Limits: $1,000,000 / $2,000,000 |
| Auto Liability | Policy #: AUTO-12345 — Limits: $1,000,000 Combined Single Limit |
| Workers’ Comp | State: CA — Policy #: WC-555666 — Statutory; Employer’s Liability: $500,000 |
| Endorsements | Additional Insured (CG 20 10/11 or equivalent); Waiver of Subrogation in favor of Certificate Holder |
| Description | HVAC installation at 789 Project St, Los Angeles — Contract #MM-2026-001 |
Typical limits & what clients usually require (by market)
Contract requirements vary by client type (commercial landlord, general contractor, municipal project). Typical baseline limits HVAC contractors will be asked to provide:
- Commercial/General Liability: $1,000,000 per occurrence / $2,000,000 aggregate (common minimum for commercial work)
- Commercial Auto: $1,000,000 CSL (often required if vehicles enter client sites)
- Workers’ Compensation: Statutory (required in all states with employer’s liability commonly $500,000 each accident / $500,000 disease)
- Umbrella/Excess: $1,000,000+ (often required on larger commercial jobs)
City-specific notes:
- Los Angeles, CA — Many commercial landlords require GL $1M/$2M, Auto $1M, Workers’ Comp statutory, Additional Insured and Waiver of Subrogation.
- Houston / Dallas, TX — Similar minimums; municipal contracts sometimes require $2M umbrella limits.
- New York City, NY — For large commercial projects, expect $2M GL/$5M aggregate and stricter vendor insurance requirements.
Cost context: small HVAC firms typically pay annually for core policies:
- General liability: roughly $400–$2,000 per year depending on payroll, revenue and claims history.
- Workers’ comp: varies widely by payroll and state (example: California class codes and rates can push premiums into several thousand dollars annually for a small crew).
- Commercial auto: $1,000–$3,000 per vehicle per year.
Sources and pricing references:
- Insureon: HVAC insurance cost ranges and examples — https://www.insureon.com/small-business-insurance/hvac (industry price ranges and guidance).
- The Hartford: Business insurance cost estimates by industry — https://www.thehartford.com/business-insurance/cost (helps validate typical premiums).
- Next Insurance: example online quotes for HVAC contractors (varies by state) — https://www.nextinsurance.com/business-insurance/hvac/ (real-time quote tool and published starting rates).
Mandatory endorsements: Wording that matters
When a client asks to be named as Additional Insured (AI) or requests Waiver of Subrogation (WOS), the exact endorsement matters more than the COI line entry.
Common, accepted endorsements:
- Additional Insured — CG 20 10/11 (or CG 20 37 for subcontractors): Extends CGL coverage to the certificate holder for liability caused in whole or in part by the named insured’s operations.
- Primary & Non-Contributory endorsement: States the insured’s policy is primary to the Certificate Holder’s insurance, and the Certificate Holder’s insurance will not contribute until the insured’s limits are exhausted.
- Waiver of Subrogation: Prevents the carrier from pursuing recovery against the certificate holder; often required when owner/GC wants protection from employee injury claims.
Avoid vague phrasing on COIs. Instead of “Additional Insured: as required by contract,” include:
- The specific endorsement name and policy number, or attach the actual endorsement form to the COI.
For how to verify endorsements precisely, see: Step-by-Step Guide to Verifying Additional Insured Endorsements on a Certificate of Insurance.
What to avoid on COIs
- Ambiguous descriptions (“all operations”) without job address or contract number.
- Listing endorsements without attaching the actual endorsement form.
- Accepting expired policies or estimating dates—always confirm effective/expiration dates.
- Providing AI without carrier confirmation—always get the endorsement from the carrier before issuing COI.
- Over-reliance on the “certificate” as proof of insurance—COIs are informational; endorsements and policies govern coverage.
For red flags and remediation: Common COI Red Flags for HVAC Contractors and How to Fix Them.
Quick COI templates for common scenarios
- Small residential maintenance job (Los Angeles)
- GL: $1,000,000 / $2,000,000
- Auto: $1,000,000 CSL
- WC: Statutory (CA)
- Endorsements: Waiver of Subrogation for homeowner if required
- Commercial retrofit for mall owner (Houston)
- GL: $1,000,000 / $2,000,000
- Umbrella: $1,000,000
- Additional Insured: CG 20 10/11 + Primary & Non-Contributory
- Job: Include tenant space & project ID
- Large commercial installation (New York City)
- GL: $2,000,000 / $5,000,000
- Auto: $1,000,000
- WC: Statutory (NY)
- AI + WOS + Certificate Holder name + contract number
If you manage many clients/projects, see: How to Issue and Manage Certificates of Insurance for Multiple Projects and Clients and consider automation: Automated COI Management Tools for HVAC Firms: Features That Save Time and Reduce Risk.
Final checklist before sending a COI
- Is the job site and contract number listed in the Description?
- Are effective & expiration dates current?
- Are the required endorsements attached (AI, WOS, Primary & Non-Contributory)?
- Is the Certificate Holder spelled exactly as the contract requires?
- Has the carrier or broker confirmed the AI endorsement in writing?
Following these templates and guardrails will reduce contractor downtime, satisfy client insurance requirements in Los Angeles, Houston, New York and across the U.S., and protect your business from common insurance disputes.