Guides · Insurance

Certificate of Insurance Guide for Office Moves

Why buildings require a COI, what it needs to show, and how far in advance to request one so moving day isn't held up at the loading dock.

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Short answer: Most office buildings require a Certificate of Insurance from the mover — commonly $1–2 million general liability, with the landlord as additional insured — before granting loading-dock or freight-elevator access. Request it at least a week ahead; buildings routinely deny access without one on file.

Why a COI is required at all

The building's exposure is the reason

Most commercial office buildings won't let a mover onto the loading dock or into the freight elevator without a Certificate of Insurance already on file with property management. The building has exposure. If a mover damages a common area, an elevator, or another tenant's space during a move, property management wants proof on paper that the mover's insurance will pay — not the building's own policy. That's why the certificate must name the landlord specifically. A general policy isn't enough.

COI requirements

General liability

$1–$2M per occurrence (typical)

Additional insured

Landlord, via specific endorsement

Also required

Workers' compensation for the crew

Request lead time

At least 1 week before moving day

A stack of official documents and a certificate on a desk — A Certificate of Insurance has to be on file before movers can access the building

What the COI actually needs to show

Specific limits, specific endorsement

For an office move, the certificate normally documents general liability coverage, typically $1 million to $2 million per occurrence, along with workers' compensation for the moving crew. The building must be named as an additional insured — that requires a specific endorsement on the certificate, not just a passing mention. Some properties also require an umbrella or excess liability layer above the base general liability limit, particularly high-rise or Class-A buildings.

Whose job it is to get one

The tenant confirms, the mover provides

The moving company provides the COI, but the tenant is the one who has to confirm the building's specific requirements and pass them along. Assuming your mover already knows your building's exact limits and endorsement wording is a common mistake. Get the building's insurance requirements in writing from property management early, then send them directly to the mover so nothing gets lost in back-and-forth.

Timing: request it earlier than feels necessary A COI can usually be turned around within a day or two once the mover has your building's specific requirements. But "usually" isn't "always" — some insurers are slow, and a mover juggling certificates for several clients can fall behind. Request the COI at least a week before moving day, not the day before, and confirm with building management that it's actually been received and accepted, not just sent.

What happens without one

Buildings enforce this, not just recommend it

If a crew shows up without a COI already on file, buildings routinely deny them access to the loading dock or freight elevator, regardless of what the tenant and the mover have agreed to directly. It isn't a bluff — the building is enforcing its own insurance policy. A delayed or rejected COI is one of the most avoidable ways a scheduled move gets pushed to another day.

Two terms that get confused, and two edge cases

Certificate holder vs. additional insured

These two terms on a COI are not interchangeable, and confusing them is a frequent cause of rejected certificates. The certificate holder is merely the party who receives the COI, usually the building or property manager. Additional insured status means the landlord is actually covered under the mover's policy for claims arising from the move. When a building is listed only as certificate holder and lacks the additional-insured endorsement, the certificate doesn't satisfy most buildings' real requirement, even though the building's name appears somewhere on the page.

Often yes — if the building is a multi-tenant commercial property, insurance requirements are driven by the property itself, not by the size or distance of the move. A ten-person office moving down the same street still needs a COI if the destination building requires one.

When coverage falls short or timing gets tight When a mover's standard policy limit falls short of what the building requires, the mover can often arrange a temporary increase or a project-specific rider for that one job — expect this to cost more and require more lead time than a routine COI request. A COI also only proves coverage as of the day it's issued; for any move spanning a policy renewal date, confirm the mover's coverage remains active throughout the job, not merely at the moment the COI was issued.

An official document with a wax seal and ribbon — A COI is a document, not a formality

Frequently asked questions

Why is a COI required for an office move?

Buildings want documented proof that the mover's insurance — not the building's — will cover any damage to common areas, elevators, or other tenants' spaces during the move.

What limits does a COI typically show?

Commonly $1 to $2 million in general liability per occurrence, plus workers' compensation for the crew, with the building named as an additional insured via a specific endorsement.

Who is responsible for getting the COI?

The moving company provides it, but the tenant needs to confirm the building's specific requirements and pass them along — don't assume the mover already knows your building's exact limits.

How far in advance should I request one?

At least a week before moving day. A COI can often be turned around in a day or two, but insurers can be slow, and confirming with building management that it was actually received and accepted takes additional time.

What's the difference between certificate holder and additional insured?

Certificate holder is simply who receives the COI, typically the building manager. Additional insured means the landlord is actually covered under the mover's policy for claims from the move. A building listed only as certificate holder, without the additional-insured endorsement, doesn't meet most buildings' real requirement.

What if the mover's coverage is lower than the building requires?

Movers can often obtain a temporary increase or a project-specific rider for a single job, though this typically costs more and needs more lead time than a standard COI request.

Does a small local move still need a COI?

Often yes — building insurance requirements are typically driven by the property itself, not the size or distance of the move. A ten-person office moving down the street still needs a COI if the destination building requires one.

Can insurance lapse in the middle of a multi-day move?

In theory, if a policy renewal date falls mid-project. For any move spanning a renewal date, confirm the mover's coverage remains active throughout, not just at the COI's issue date.

Sources

Published 2026-09-06. Reviewed against sources current as of that date — see how we rate.