Written By Melanie Morris
What Does COI Mean in Moving?
In moving, COI stands for Certificate of Insurance. A moving company’s insurance provider issues it to confirm the company carries active coverage. The insurer typically sends the COI directly to the building or property manager requesting it. The document includes the move date, location, and coverage details for active insurance policies.
Apartment buildings, condos, and managed properties request COIs to protect themselves from financial liability. In densely populated metro areas like New York City, Chicago, and San Francisco, COI requirements are standard practice for nearly every managed building.
A COI proves that coverage exists, but does not provide coverage. Think of it like showing your insurance card at a doctor’s office. The card proves you’re insured, but the card itself isn’t the insurance policy.
What Does a Certificate of Insurance Cover?
A COI doesn’t cover anything. The actual policies listed on the certificate cover damages or injuries if something goes wrong. If movers damage a lobby wall or get injured in the building’s elevator, the moving company’s insurance covers the cost. Here’s what you’ll typically see on a COI:
- General liability: Covers damage to the building’s common areas (lobbies, hallways, elevators, stairwells) and third-party injuries that occur during the move. Most buildings in major metros require a minimum of $1 million in general liability coverage.
- Workers’ compensation: Covers injuries to the moving crew while they’re working on-site. Without this, the building could face liability if a mover is hurt on the property.
- Auto liability: Covers damage involving the moving truck, such as hitting a vehicle in the building’s parking area or damaging a loading dock. If you’re driving a rental truck yourself, you may also want to understand when moving truck insurance is necessary.
- Umbrella/excess coverage: Provides additional protection beyond the limits of the policies above. Upscale residential buildings and commercial properties often require umbrella coverage as an extra safeguard.
Many buildings also require “additional insured” status on the COI. This means the building’s owner or management company is formally added to the moving company’s insurance policy for the duration of the move. If a claim arises from the move, the building can file directly with the mover’s insurer rather than pursuing the claim through its own insurance. This is standard in most metro-area buildings and is handled by the moving company’s insurer when the COI is issued.
Important note: A COI protects the building, not your personal belongings. Damage to your furniture, boxes, or other items during the move is covered by your own valuation coverage or a separate third-party moving insurance policy.
COI vs. Moving Insurance: What’s the Difference?
The COI protects the building, while moving insurance protects your belongings. Here’s how they compare:
| Feature | Certificate of Insurance (COI) | Insurance or Valuation Coverage |
|---|---|---|
| Definition | Proof that a moving company has liability coverage | Coverage for damage or loss of personal belongings during a move |
| Purpose | Protects the property owner or manager from liability | Protects you, as the customer, from damage or loss while moving |
| Covers Property Damage? | ✅ Yes, to common areas like the lobby, elevator, and hallways | ✅ Yes, to personal items but not building property |
| Covers Personal Belongings? | ❌ No | ✅ Yes |
| Covers Injuries to Movers? | ✅ Yes (via workers’ comp) | ❌ No |
| Required By | Often required by buildings in urban areas | Not required, but strongly recommended |
| Who Requests It | Building management | The customer |
| Who Provides It | The moving company’s insurer | Offered by the mover or a third-party insurance provider |
| Cost to Customer | Usually free | Varies based on coverage level, declared value, and deductible |
In short, a COI is about the building’s protection, and moving insurance is about yours. If your building requires a COI, you still need your own coverage to protect your belongings during the move.
When and Where Do You Need a COI?
You need a COI when moving in or out of a building managed by a property management company, homeowners association (HOA), or landlord that requires proof of insurance from movers. This is especially common in urban areas and upscale residential properties.
Here are a few common scenarios where a COI is required:
- High-rise apartment buildings, particularly in cities like New York City, Chicago, Los Angeles, and San Francisco
- Condo buildings managed by an HOA
- Luxury apartment complexes with on-site management
- Assisted living facilities and retirement communities
- Commercial office buildings
- Any property with a dedicated management company
Building management typically requires the COI to be on file 3 to 7 days before your scheduled move. In many buildings, the COI is also required to reserve a service elevator and loading dock time. Without it, you may not be able to secure your preferred moving window.
Keep in mind that COI requirements can vary by city. Some have specific insurance minimums for movers working in certain buildings, and individual property managers may set their own thresholds on top of those. Certain cities also require a parking permit for street access or loading zones, which is a separate process from the COI. Contact your building management at least 3 to 4 weeks before your move to confirm exactly what you need, including coverage amounts and submission deadlines.
How to Get a Certificate of Insurance for Your Move
Getting a COI is a straightforward process, and your moving company handles most of the work. Start the process 1 to 2 weeks before your move to allow time for paperwork and building approval. Here is how the process works step-by-step:
- Confirm building requirements. Contact your building management or HOA and ask what they need for your movers to operate without delays.
- Send the requirements to your mover. Forward the building’s requirements to your moving company. Include the building’s name, address, management contact, and any specific language the COI must contain.
- Your mover contacts their insurer. The moving company submits the request to their insurance provider, which prepares the COI with the correct details, coverage limits, and any “additional insured” designations.
- The insurer issues the COI. The insurance company sends the completed COI directly to the building management, typically providing a copy to you and the moving company as well.
- Confirm building approval. Follow up with your building management to verify they’ve received and approved the COI. Do this at least 3 days before your move so there’s time to resolve any issues.
In most cases, the COI is provided at no cost to you. It’s a standard part of working with an insured moving company.
Who Pays for the COI?
A COI typically doesn’t cost anything. In most cases, your moving company will provide a COI as part of its service. If a particular property requires the COI to be customized with specific language, such as the named parties and addresses, the mover’s insurance provider will take care of that. Just make sure to give your moving company enough time to collect the needed paperwork, as it may be required in advance of moving day.
What Happens If You Don’t Have a COI?
If your building requires a COI and you don’t have one on file, your movers may be denied entry to the building. This can delay your move by hours or even force a full reschedule, which often comes with an additional fee from the moving company.
For most managed properties, building staff won’t allow movers past the front door without a COI. Elevator reservations, loading dock access, and hallway protection are all tied to having approved documentation in place. Be sure to contact your building management as early as possible in your moving timeline to ask about COI requirements.
Also, if a moving company tells you they can’t provide a COI, that’s a red flag. It may mean they don’t carry proper insurance, which puts you, the building, and the movers at risk. Knowing how to approach hiring movers helps you avoid this situation. And, you can always find reputable, vetted movers on MovingPlace’s platform. They carry the coverage necessary to issue a COI when your building requires one, giving you peace of mind that your move won’t hit an avoidable roadblock.
Lauren Thomas
