How to Track COI Expiration Dates

Why COI Expiration Tracking Matters

A COI may be valid when it is collected, but that does not mean it stays valid for the life of a project. If a subcontractor’s policy expires and the expiration date is missed, your team may not realize there is a gap until it is too late.

Common Ways Teams Track Expirations

• Spreadsheets with manual expiration date columns
• Calendar reminders
• Email folders and shared drives
• Manual follow-up lists
• Compliance software with automated alerts

Best Practices for Tracking COI Expiration Dates

• Store every COI in one centralized system
• Track policy expiration dates as soon as documents are received
• Use 30, 60, or 90-day alerts before coverage expires
• Review subcontractor compliance by project and vendor
• Keep records organized for audits and renewals

Why Spreadsheets Become Risky

Spreadsheets can work when a company has only a few vendors, but they become harder to manage as subcontractor lists grow. Manual tracking makes it easier to miss dates, overlook updates, or lose visibility across projects.