Restaurant Certificate of Insurance (COI)

Whether you're a property manager vetting a new food truck vendor, an event planner hiring a catering company, or a restaurant owner responding to a landlord's request, understanding Certificates of Insurance (COIs) is essential. A COI serves as proof that a restaurant carries the insurance coverage it claims—protecting everyone involved in a business relationship from unexpected liability.

For those wondering how to ask a restaurant for a certificate of insurance, the process is straightforward once you understand what you're looking for and why it matters. Equally important: if you own or operate a restaurant, knowing how to provide a COI quickly and correctly can help you close deals faster and build trust with partners, landlords, and clients.

This guide covers both sides of the COI equation—requesting one from a restaurant and providing one as a restaurant owner—so you can navigate these transactions with confidence.

What Is a Certificate of Insurance (COI)?

A Certificate of Insurance is a one-page document issued by an insurance company or broker that summarizes a business's insurance coverage. It's not the actual insurance policy—it's a snapshot that confirms coverage exists and provides key details at a glance.

For restaurants, a COI typically outlines general liability insurance, liquor liability (if applicable), workers' compensation, and sometimes commercial auto coverage. The certificate includes policy numbers, coverage limits, effective dates, and the names of insured parties.

COIs matter because they transfer risk appropriately. When a landlord requires a restaurant tenant to carry $1 million in general liability coverage, the COI proves compliance. When an event venue hires a caterer, the COI confirms the caterer can cover damages if something goes wrong. Without this verification, one party could be left holding the bill for another's mistakes.

How to Request a Certificate of Insurance from a Restaurant

Knowing how to get a certificate of insurance from a restaurant starts with a clear, professional request. Most restaurant owners and managers deal with these requests regularly, so the process should be smooth if you provide the right information upfront.

Start by sending a written request—email works best for documentation purposes. Specify exactly what coverage you need to see (general liability, liquor liability, workers' comp) and the minimum limits required. If you need to be listed as an additional insured or certificate holder, include your company's full legal name and address exactly as it should appear on the document.

Give reasonable turnaround time. While some restaurants can produce a COI within 24 hours through their insurance portal, others may need 3-5 business days if their broker handles requests manually. For time-sensitive contracts, request the COI early in your negotiations rather than waiting until the last minute.

• Send a written request via email for documentation
• Specify required coverage types and minimum limits
• Include your full legal name and address if you need to be listed as additional insured
• Allow 3-5 business days for processing
• Follow up if you haven't received the COI within the agreed timeframe

What to Verify on a Restaurant's Certificate of Insurance

Receiving a COI is only half the job—you need to verify that the information meets your requirements. A quick review can prevent significant problems down the road.

First, confirm the named insured matches the legal entity you're doing business with. Restaurants sometimes operate under different names (a DBA) than their legal entity, and coverage only applies to the named insured. If you're contracting with 'Downtown Bistro LLC' but the COI lists 'Main Street Restaurant Group,' clarify the relationship.

Check that policy dates are current and will remain active throughout your business relationship. A COI showing coverage that expires next month won't protect you six months from now. For ongoing relationships, request updated certificates annually or set calendar reminders to verify continued coverage.

Verify that coverage limits meet your contractual requirements. If your lease requires $2 million in general liability coverage but the COI shows $1 million, the restaurant isn't in compliance—regardless of what their policy actually covers.

Common COI Mistakes to Avoid

Whether you're requesting or providing a certificate of insurance, certain errors create unnecessary delays, compliance gaps, or even coverage disputes when claims arise.

Confusing 'certificate holder' with 'additional insured.' A certificate holder simply receives a copy of the COI for their records—they have no coverage under the policy. An additional insured, however, gains certain protections under the restaurant's policy. If you need actual coverage protection (as most landlords and event venues do), you must specifically request additional insured status, and the restaurant's policy must allow for it.

Accepting outdated or incomplete certificates. Always verify the 'certificate date' in the upper right corner and ensure all required coverage types appear. If you requested liquor liability and it's not listed, don't assume it's included—ask for clarification or a revised certificate.

Not keeping insurance information readily accessible. Restaurant owners often make the mistake of not having quick access to their insurance documents. Set up an account with your insurance provider's online portal so you can generate COIs on demand. This prevents lost business opportunities when a potential client or landlord needs proof of coverage quickly.

• Confusing certificate holder with additional insured status
• Accepting expired or soon-to-expire certificates
• Failing to verify coverage limits match contractual requirements
• Not confirming the named insured matches the contracting entity
• Waiting until the last minute to request or provide COIs
• Assuming coverage exists if it's not explicitly listed on the certificate

COI Verification Checklist

Use this checklist when reviewing a restaurant's Certificate of Insurance:

1. 1.
   Named insured matches the legal entity you're contracting with
2. 2.
   Policy effective dates cover your entire business relationship
3. 3.
   General liability limits meet or exceed your requirements
4. 4.
   Liquor liability is included if the restaurant serves alcohol
5. 5.
   Workers' compensation coverage is active (required in most states)
6. 6.
   Your company is listed as additional insured (if required)
7. 7.
   Your company name and address are spelled correctly as certificate holder
8. 8.
   The certificate date is recent (issued within the last 30 days)
9. 9.
   Insurance company listed is a legitimate, rated carrier
10. 10.
    Policy numbers are present for all listed coverage types

Get Your Restaurant COI Fast

Need help understanding your restaurant's insurance requirements or obtaining a COI quickly? Anchor Insurance specializes in small business coverage for restaurants, cafes, food trucks, and catering companies. Our team can issue certificates of insurance within 24 hours and help you navigate additional insured requests from landlords, venues, and business partners. Get a quote today or contact our team to discuss your restaurant's specific coverage needs.