What Is a Certificate of Insurance (COI) for Moving?
Posted in: Moving AdviceA certificate of insurance, or COI for moving, is a formal document that proves a moving company has insurance coverage. In short, it’s a written promise that the movers — not you or your building — are responsible if something gets damaged during the move.
Your moving company is responsible for obtaining a COI, but you can request a copy from the movers directly. A mover’s COI gives customers and property managers peace of mind from the start. In fact, many landlords, especially in cities like New York, won’t let movers in the building without one, as your packed possessions may damage common areas like the elevator or lobby.
Do I Need a Certificate of Insurance (COI)?
A moving COI is not just a formality — it’s a necessity. While we hope your move goes smoothly from start to finish, unexpected issues can arise, even during the most well-planned move. That’s why selecting a moving company backed by a COI is so important.
A certificate of insurance protects all parties involved in the moving process, including:
- You and family members
- The moving company
- The individual(s) who requested the move
- Property owners, building managers, and landlords
- Neighbors, pedestrians, or other parties affected by the moving company
Guess who’s liable for that broken stairwell door or injured mover if you hire a company without insurance? You. This means you can get sued for the moving company’s negligence.
So, choosing a company covered by a mover’s COI is often a requirement rather than a choice. Some property managers and landlords won’t let you enter the community without insured movers, and understandably so. They don’t want to get stuck paying for injuries or property damage if the movers don’t claim liability.
If you’re planning a move to a new area, you should know that these cities commonly require a COI for movers:
- New York City, NY. Expect your property manager to request a COI for moving in NYC, as numerous apartments and condos (especially in Manhattan) require this coverage.
- Chicago, IL. Many communities in Chicago, including the high-rise apartments along Lake Shore Drive, require a COI for moving.
- Los Angeles, CA. Gated communities in downtown LA are notorious for requiring COIs, as are numerous other condos and high-rises in the city.
- Washington, D.C. Many D.C. homes are managed by large property companies that are careful to protect their investments, so it’s required to hire insured movers.
When in doubt, always check with your property manager or landlord about COI requirements. Otherwise, you may end up liable for property damage or personal injury costs.
What Happens if I Don’t Have a COI for Moving?
Failing to hire an insured moving company can delay your move and land you in a legal mess. If your building requires a COI and your movers don’t have one, you’ll be forced to reschedule your move.
“You may be able to get a COI in a few hours, but it typically takes several business days. Expect longer delays during weekends and holidays.”
If a COI isn’t required and an accident happens, you must pay for damages or injuries that occur during the move, whether your movers scratch the elevator or bump into a neighbor with your piano.
Here are just a few of the liability risks that can fall on you without a COI:
- Damage to walls, elevators, or other shared building spaces
- Injuries to movers or bystanders during the move
- Broken or lost items without coverage
- Legal or financial responsibility for accidents
What Does a COI Cover?
A COI is not an insurance plan, but it’s proof that moving insurance exists. Let’s run through some common types of coverage found in moving COIs, plus what you may find in a COI document.
Cargo Insurance
Cargo insurance protects your belongings if damage occurs during the move. However, this coverage is not found in every COI. You may have to request cargo insurance under a separate plan for declared value coverage or full-value protection.
Workers’ Compensation
Workers’ compensation coverage protects you from financial liability for injuries caused during the workday. For example, it applies if a mover drops a washing machine on their foot or strains their back lifting your entertainment center.
Auto Liability
Auto liability coverage protects you if the movers accidentally hit a curb or get swiped by another vehicle. Make sure the moving COI terms include auto liability coverage if you live in an area known for crowded parking lots or compact spaces.
General Liability
General liability coverage helps protect you, your movers, and the property where you are moving. It offers coverage for property damage and bodily injuries, including scuffs on walls or scratches on the arms of a new neighbor who trips over your moving boxes.
Umbrella Coverage
Umbrella coverage is optional but comes in handy if the regular policy limits get maxed out. This backup coverage is a safety net favored by luxury communities and commercial properties where the risk of costly damage is high.
What Does a COI Document Include?
COI documents vary based on the coverage held by the moving company. Here are some items you may find on a certificate of insurance for moving:
- Building manager and moving company details
- Insurance policy number
- Insurance coverage details and contact information
- Issuance date
- Description of operations, locations, and vehicles
- Signature of the agent, broker, or authorized representative
- Cancellation notice
Your moving company may have additional information on their COI. Make sure to ask the right questions before your move so you have everything prepared.
How Do I Get a COI?
Now that you know what it covers and why a COI is usually required, you’re probably wondering how to get one. Here are the 4 steps you can take:
- Ask your landlord or property manager if a COI is required.
- If so, request their specific requirements or a sample COI.
- Send these requirements to your moving company.
- The moving company will handle the paperwork and send the COI to your property manager.
It’s not that complex of a process, but it’s important to get it done and to get it done early. If there are any delays at any point in the process, you’ll want some cushion of time so you’re not scrambling on moving day to get the appropriate documents or are stuck without a necessary COI.
Pro Tip: You should always ask for a copy of the COI for your records, and double-check that it matches your move date and location. Avoid movers who charge a fee just to provide a COI.
FAQs About COIs
Do I Need a COI if I Move Myself?
No, unless the property manager states otherwise. However, you may need to sign a self-move waiver and/or provide a deposit for potential damage. Even if you’re not using a professional moving company, some buildings still require documentation to protect shared spaces. Always check with your landlord in advance to avoid last-minute issues or delays.
How Long Does it Take to Get a COI?
You may be able to get a COI in a few hours, but it typically takes several business days. Expect longer delays during weekends and holidays. Contact your movers early and confirm your building’s requirements to avoid rescheduling your move due to missing paperwork.
