Certificates of Insurance (COIs): Why Speed and Accuracy Matter

When you’re hauling freight, time is everything. Shippers and brokers won’t load a truck or release freight until they see a valid Certificate of Insurance (COI) — proof that your coverage meets their requirements. But when COIs are delayed or contain even a small error, that “simple piece of paper” can cost you a load, a contract, or even a key business relationship. At Hatteras Insurance, we see it happen all the time — and we also know how to prevent it.

What Is a Certificate of Insurance?

A Certificate of Insurance (COI) is a document that verifies your insurance coverage and outlines key details like:

• Your liability limits

• Policy effective and expiration dates

• Types of coverage (auto, cargo, general liability, etc.)

• Certificate holder or additional insured information

In short: your COI tells brokers, shippers, and clients that you’re compliant and ready to haul.

Why COIs Are So Important in Trucking

In the trucking industry, COIs are more than paperwork — they’re your ticket to do business. Every broker or shipper has specific coverage requirements that must be met before you can move their freight. If your COI doesn’t match those requirements exactly, your load can be delayed or canceled — even if your coverage is technically correct. In trucking, delays are expensive. Every hour your truck sits idle costs real money. Here’s why speed and accuracy matter:

• A wrong certificate holder could mean your COI is rejected.

• A missing additional insured could violate contract terms.

• An expired or outdated policy date could put you out of compliance.

• Slow delivery means lost loads and wasted time.

The Most Common COI Mistakes (and How to Avoid Them)

1. Using outdated certificate templates

   Each broker, load board, or shipper may require slightly different wording. Using an old version can trigger rejections.

2. Incorrect policy limits

   Some contracts require $1M in liability while others need $2M or specific cargo sublimits. Always verify before issuing.

3. Not naming the correct certificate holder

   The holder must match the legal name and address exactly as required by the broker or shipper.

4. Delays in issuance

   If your insurance agency doesn’t prioritize trucking, COIs can take hours or even days to process — costing you loads.
   
   

How Hatteras Insurance Keeps Your COIs Moving

At Hatteras Insurance, we know truckers can’t afford to wait. That’s why we’ve built an internal process specifically for fast, accurate COI delivery.

Here’s how we keep you rolling... A dedicated trucking team. Our specialists know the industry and what each broker requires. Same-day turnaround. Most COI requests are processed in hours, not days. Digital delivery – We can send certificates instantly to brokers, shippers, or your own dispatch inbox. When every minute matters, having an insurance partner who understands the urgency makes all the difference.

Pro Tips for Truckers

• Save a master COI copy in your phone or email for reference.

• Review your coverage requirements every time you take on a new broker or haul type.

• Communicate proactively — if you know a load requires special wording or endorsements, let your agent know upfront.

• Keep your policies current — renewals or midterm changes can affect what’s shown on your COI.

Why Choose a Trucking Insurance Specialist

Trucking insurance isn’t one-size-fits-all — and COIs prove it. Working with an agency that lives and breathes trucking ensures your paperwork matches the realities of your business.

At Hatteras Insurance, our commercial trucking specialist Mike works directly with owner-operators and fleet managers across Florida and beyond. He knows which carriers, brokers, and dispatchers are the most particular — and how to keep your certificates flowing smoothly so your business never stops moving.

Need help getting your COIs issued fast — and done right?

Call Mike, your Commercial Trucking Insurance Specialist at Hatteras Insurance, today:

📞 352-781-0228

📧 Mike@HatterasInsurance.com