A certificate of insurance (COI) in trucking is a one-page document from a carrier’s insurance agent that summarizes the carrier’s coverage. It lists the policies, limits, policy dates and insured company, and names the broker or shipper who asked for it as the certificate holder.
Brokers ask for a COI before they set up a carrier, and they ask for a new one when policies renew. As a dispatcher, you will request, send and check these often, so it pays to know how to read one.
Key takeaways
- A COI is proof of coverage on one page. It does not change or add to the policy itself.
- Only the carrier’s insurance agent should issue it. A carrier or dispatcher should never edit one.
- Check the insured name, policy dates, limits, covered vehicles and certificate holder every time.
- Many brokers want more coverage than the federal minimum, so ask about each broker’s requirements.
- Verify a broker’s or carrier’s insurance with FMCSA and the listed agent, not just the PDF.
What is a certificate of insurance in trucking?
A COI is a summary the insurance agent prepares from the carrier’s policies. It tells a broker or shipper, at a glance, that the carrier had certain coverage on the date the certificate was issued.
It is not the policy. The policy is a much longer document with the full terms and exclusions. The certificate itself usually says it gives the holder no rights beyond what the policy provides. That is why brokers often call the agent to confirm coverage, and why you should know what is behind the summary.
The COI is a standard part of the paperwork a broker needs before booking, alongside the operating authority, W-9 and broker-carrier agreement. After setup, each load is booked on a rate confirmation, which sometimes repeats the broker’s insurance requirements. Our guide on what a rate confirmation is shows where to look.
What does a trucking certificate of insurance show?
Most trucking COIs follow a standard industry layout. Here is what each part tells you.
| Section | What it shows | What to check |
|---|---|---|
| Producer | The insurance agent or agency that issued it | Real contact details you can call |
| Insured | The carrier’s legal name and address | It matches the name on the carrier’s operating authority |
| Insurers | The insurance companies behind each policy | Each coverage line points to an insurer |
| Auto liability | Coverage for injury or damage to others caused by the truck | The limit meets the broker’s requirement |
| Motor truck cargo | Coverage for the freight being hauled | The limit fits the load’s value |
| Other coverage | General liability, trailer interchange, workers’ compensation and more | Anything the broker or shipper specifically requires |
| Policy dates | Effective and expiration dates for each policy | Nothing has expired or expires before delivery |
| Description | Notes such as covered vehicles, VINs or special terms | The truck and trailer on the load are covered |
| Certificate holder | The broker or shipper the certificate was made out to | The holder’s name and address are correct |
How much insurance does a trucking company need?
FMCSA sets minimum levels of liability coverage for interstate for-hire carriers. For carriers of general freight, the federal minimum is $750,000, with higher minimums for some hazardous materials. Check FMCSA’s website for the current figures that apply to your carrier.
The federal minimum and a broker’s requirement are two different things. Many brokers set their own, higher limits for auto liability and cargo coverage, and some shippers add more. Ask about requirements before you promise a broker the truck, and ask the carrier’s agent whether the policy meets them.
This is general information, not insurance or legal advice. Coverage questions belong with the carrier’s licensed insurance agent.
How do you request and send a COI?
The carrier’s insurance agent issues each certificate, usually by email. A simple routine keeps it fast.
- Get the broker’s details. Ask for the exact legal name, address and email for the certificate holder, plus any coverage requirements.
- Email the carrier’s agent. Include the holder details and any wording the broker needs.
- Ask the agent to send it straight to the broker, with you and the carrier copied. Many brokers prefer certificates that come from the agent directly.
- Check the copy against the table above before the broker approves the carrier.
- Save it in the carrier’s folder and note the expiration dates.
A worked example
This is an example scenario only.
You are dispatching a reefer carrier and find a load of frozen food with a new broker. The broker asks for a COI showing its required cargo limit and coverage for refrigeration breakdown.
You email the carrier’s agent with the broker’s details. When the certificate arrives, you see the cargo limit meets the broker’s requirement, but the description says the cargo policy does not cover reefer breakdown. You tell the broker before it approves the carrier. The carrier then talks to its agent about adding that coverage, and you look for a dry load in the meantime.
Catching it on the certificate is much better than finding out after a trailer full of food warms up on the road.
What are the red flags on a certificate of insurance?
Look twice if you see any of these, whether the COI comes from your carrier or you are checking someone else’s:
- The insured name does not match the company’s name with FMCSA.
- Policies have expired, or the dates look changed.
- The agent’s phone number or email does not match the agency’s public listing.
- Fonts, spacing or numbers look edited.
- The certificate came from someone other than the agent, when the broker asked for it from the agent directly.
To check a company’s authority and insurance filings, use the FMCSA website. Our free Broker Check tool takes you through the checks to run on a broker before your carrier hauls for it. For the bigger picture of a dispatcher’s day, see what a truck dispatcher does.
Frequently Asked Questions
What is the difference between a certificate holder and an additional insured?
A certificate holder receives proof of coverage. An additional insured is added to the policy itself and gets some protection under it, which usually requires the insurer’s approval.
How long does it take to get a COI?
It depends on the agent. Ask the carrier’s agent how quickly it issues certificates, since a slow reply can cost you a load.
Does a dispatcher need insurance of their own?
A dispatcher does not use the carrier’s policy. Ask a licensed insurance agent whether your own business should carry coverage such as general or professional liability.
Can a carrier send the same COI to every broker?
Usually not. Each broker wants its own name as certificate holder, so the agent issues a separate certificate for each one.
Learn the compliance side of dispatching
The Dispatcher 101 course covers how carriers, brokers and shippers work together and the checks a dispatcher runs before booking. Students on both plans can ask Joe Piazza about a real certificate through 1-on-1 mentorship, and Gold students also get the course resources, agreements and scripts.
