A certificate of insurance (COI) is a one-page document proving your mover carries the coverage a building requires. Most commercial buildings will not let a moving crew in without one. Ask both buildings for their requirements two weeks ahead, and have the mover send the COI directly to building management.
Nothing stops a move faster than a missing COI. The truck arrives, the security desk checks the list, and the crew waits in the lobby. A little paperwork up front prevents that.
Why do buildings require a certificate of insurance?
Moving heavy furniture through shared lobbies and elevators carries risk. Walls get scuffed, elevator panels get dented, and people can get hurt. The building wants proof that the mover’s insurance, not the building’s, will cover any damage.
What should a moving certificate of insurance include?
| Item | What it shows |
|---|---|
| General liability | Coverage for damage to the building or injury to others. |
| Auto liability | Coverage for the moving trucks. |
| Workers’ compensation | Coverage for the moving crew if someone is hurt. |
| Certificate holder | The building or management company receiving the COI. |
| Additional insured | Parties the building wants added to the policy for this job. |
| Policy dates | Proof that coverage is active on moving day. |
Each building sets its own coverage amounts. Some also ask for umbrella coverage. Get the exact requirements in writing before you book.
Who should be listed as additional insured?
Buildings usually ask to list the owner, the management company and sometimes the lender. The names must match exactly. A wrong name or a missing comma can mean the COI is rejected.
Tip: Ask the property manager for a sample COI from a past move. Copying their wording exactly is the fastest way to get approved.
When should you request a COI from your mover?
- Two to three weeks out: Ask both buildings for their COI requirements in writing.
- Right after booking: Send those requirements to your mover.
- About one week out: The mover sends the COI to each building.
- A few days out: Confirm each building approved it and has the crew on the list.
Need a COI for your move?
Send us your building’s requirements when you book, and we will handle the paperwork.
What other building rules come with a COI?
- ✓Elevator reservations. Freight elevators are often booked in blocks of time.
- ✓Protection rules. Floor runners, wall guards and elevator pads may be required.
- ✓Move hours. Many buildings only allow moves on evenings or weekends.
- ✓Dock access. Truck size and dock time limits vary by building.
Learn more about timing in our after hours office move guide and our multi-floor office move guide.
What happens if a building rejects a COI?
Rejections are common and usually easy to fix. The building will say what is wrong. Most often, a name is spelled differently or a required party is missing.
Send the rejection notice to your mover right away. Their agent can issue a corrected certificate, often the same day. This is why starting two weeks out matters. It leaves time to fix small errors before moving day.
How do you know your mover is properly insured?
A real COI comes from the insurance agent, not the moving company itself. If anything looks off, call the agent listed on the form. The U.S. Small Business Administration explains common types of business insurance if you want more background.
LiteMovers is licensed and insured, with PA PUC A-8916211 and USDOT 2173383. We handle commercial moves and property management moves across Greater Philadelphia. That includes towers in Center City and office parks in Conshohocken and King of Prussia.
Planning further ahead? Our office move timeline shows when each task should happen.
Certificate of Insurance FAQs
What is a certificate of insurance for movers?
A certificate of insurance is a one-page form from the moving company’s insurance agent. It proves the mover carries coverage such as general liability, auto liability and workers’ compensation. Buildings use it to confirm any damage or injury during the move will be covered by the mover’s policy.
Why does my office building need a COI from the movers?
Moving crews use shared lobbies, hallways and elevators, where damage or injuries can happen. The building requires a COI so the mover’s insurance, not the building’s, covers those risks. Most commercial buildings will not let a moving crew in without an approved COI on file.
What does additional insured mean on a moving COI?
Additional insured means a party, such as the building owner or management company, is added to the mover’s policy for that job. If a claim comes up, they are covered too. The names must match the building’s request exactly, or the certificate may be rejected.
How long does it take to get a COI from a mover?
Most movers can get a COI from their insurance agent in a few business days. Allow extra time if the building needs special wording or extra parties listed. Send the building’s requirements to your mover as soon as you book, ideally two weeks ahead.
Move with the paperwork handled
Book your office move and send us your building’s COI requirements.
LiteMovers LLC · 307 East Church Rd, Suites 1 & 2, King of Prussia, PA 19406 · (610) 755-5535 · Toll-free 1-877-798-8989 · moves@litemovers.com
Licensed and insured · PA PUC A-8916211 · USDOT 2173383 · MC-888055
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