Subcontractors · Mandatory · Pre-Construction

Insurance Certificate Request and Log

A log tracking insurance certificate requests and receipts from subcontractors including policy numbers and expiry dates.

Last reviewed: 29 March 2026 — This guide reflects UK law as of this date. CDM 2015 / Contract Law remains current with no amendments enacted as of 29 March 2026. Next scheduled review: 29 March 2027.

Legal basis	CDM 2015 / Contract Law + EL(CI) Act 1969
Required insurances	EL (mandatory, minimum £5m). PL (not legally mandated but contractually required, typically £5m-£10m). PI (required where subcontractor has design responsibility).
Verification purpose	Confirm insurance is genuine, current, adequate, and appropriate for the scope.
Certificate log	Maintain a log tracking subcontractor name, type of cover, insurer, policy number, cover level, expiry date, date received. Flag renewals 1-2 months before expiry.
Exclusions to check	Common exclusions include asbestos removal, work over water, tunnelling, explosive demolition, specific heights.

1. Insurance Verification — Critical Before Any Subcontractor Mobilises

Insurance certificates are the confirmation that if something goes wrong there is an insurer who will meet the claim. An uninsured subcontractor exposes the PC to direct liability. The most common compliance failure is mid-project when a policy renews and the new certificate is not provided. The log must flag renewal dates and proactively request updated certificates.

EL insurance is a statutory requirement under the Employers' Liability (Compulsory Insurance) Act 1969. PL and PI insurance are not statutory requirements but are almost universally required by construction contracts. The PC should request all three certificate types as part of the pre-mobilisation process and should not permit any subcontractor to start work on site until all required certificates have been received, verified, and logged.

The certificate log is the central record that tracks which certificates have been received, when they expire, and whether they have been verified. It should be reviewed monthly and any upcoming renewals flagged for action at least two months before expiry.

Always verify insurance certificates directly — not just accept a subcontractor's assurance that they are insured

Request the actual certificate issued by the insurer. A verbal assurance or email confirmation is not sufficient evidence of cover.

2. Insurance Certificate Request & Log — Content

The following table sets out the fields that a well-structured insurance certificate request and log should include.

Field	What to record
Subcontractor	Legal name. Must match the name on the certificate.
EL Certificate	Insurer name. Policy number. Cover level (minimum £5m). Expiry date. Date received. Filed Y/N.
PL Certificate	Insurer name. Policy number. Cover level. Any relevant exclusions. Expiry date. Date received.
PI Certificate	If design responsibility: insurer, policy number, cover level, retroactive date. Expiry date.
Cover level check	Does the cover meet the contract minimum requirements? Y/N
Exclusion check	Any exclusions that may affect this subcontractor's scope? Y/N. If yes — how addressed?
Renewal dates	EL/PL/PI dates. Reminder set for 2 months before each.
Date requested	Date PC requested certificates from subcontractor.
Date received	Actual date received. Outstanding: if not yet received.
Verified by	Name, role, date.

The log should be owned by a named individual — typically the PC's contracts manager or commercial manager — and reviewed at least monthly. Any outstanding certificates should be escalated and resolved before the subcontractor is permitted to continue work.

3. Common Mistakes

Not requesting certificates until after the subcontractor has mobilised

Insurance must be verified before a subcontractor starts work on site. Mobilising without confirmed cover exposes the PC to direct liability for any incident that occurs. Certificate requests should be part of the pre-mobilisation checklist alongside competence assessment and induction.

Not tracking renewal dates and allowing gaps in coverage

Insurance policies renew annually. If a policy expires mid-project and no renewal certificate is obtained, there is a gap in cover. The log must flag renewal dates and trigger a request for the updated certificate.

Accepting certificates with cover levels below the contract minimum

The cover level on the certificate must meet or exceed the minimum specified in the contract. A certificate showing lower cover is non-compliant regardless of whether it is current.

Not noticing relevant exclusions in the policy

Exclusions can remove cover for the exact work being carried out. Common construction exclusions include asbestos removal, work over water, tunnelling, explosive demolition, and work above a specified height. These must be identified and assessed against the subcontractor's scope.

Accepting a broker's letter rather than the actual certificate

A broker's letter confirms that insurance has been arranged but is not the certificate itself. The actual certificate — issued by the insurer — is the document that must be retained.

4. Frequently Asked Questions

Is public liability insurance a legal requirement?▾

PL insurance is NOT a statutory legal requirement in the UK. However, virtually every construction contract requires it. The PC should treat PL insurance as a mobilisation prerequisite regardless of legal obligation.

What is the minimum employers’ liability cover required?▾

The EL(CI) Act 1969 sets the statutory minimum at £5 million. Most EL policies provide £10 million.

Does a sole trader need EL insurance?▾

A genuine sole trader with no employees does not legally need EL. However, if they use sub-contracted labour they may become an employer and require EL.

What is retroactive cover in PI insurance?▾

The retroactive date is the date from which prior acts are covered. Claims arising from work done before that date are excluded. The retroactive date must predate the start of design services on the project to provide effective cover.

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