If you’re planning to use a professional NYC moving company, your new apartment management company might have requested that you provide a certificate of insurance before your actual move-in date. In fact, many luxury buildings will require that you hire a professional moving company who can provide a certificate of insurance for moving.
If you use NYC Great Movers, we will provide the certificate of insurance for moving directly to the management company and even send you a copy so you can have one just in case so you don’t need to know the exact process of how to request one. Still, it’s a good idea to have a general idea of what it does as well as the information needed on the form.
What is a Certificate of Insurance and Why Do You Need One?
Even if you’ve lived your entire life in New York City, you might never have heard the term certificate of insurance. Essentially, a certificate of insurance (COI) is a form that gives proof of insurance and shows exactly how much coverage each policy offers. Other terms for a certificate of insurance are: COI, certificate of liability insurance, or proof of insurance.
The purpose of a certificate of insurance is to legally protect buildings in case of damages with the moving company’s general liability and umbrella coverage. The COI also includes worker’s compensation so if a mover gets injured on the job, the building does not have to cover any medical fees. This also means that you are not held liable if anything happens.
While there is no standard for a certificate of insurance, the Association for Cooperative Operations Research and Development (ACORD), a nonprofit organization that focuses on property and casualty insurance, has created a form that most insurers, agents, and brokers use. The basic information on a COI includes:
- Date when the form was issued
- Disclaimer summarizing the certification of insurance
- The insurance agent or broker that produced/issued the certification
- The name and address of the person or business covered by the policy
- The insured’s liability insurance coverage – typically general liability, commercial auto, umbrella liability, and worker’s compensation. This section will also show the policy number and their effective and expiration dates.
- List of insurers
- How much coverage in dollars each policy provides
- Description of operations, locations, and vehicles.
- Notice that the certificate holder will be notified if the insured cancels the policy before the expiration date
- Signature of the agent, broker, or authorized representative
While not all buildings require a COI when you move in or out, many newer and luxury buildings will ask for one. Check your building’s move-in/move-out documentation to see if they request this form. If you’re not sure, you should call the management company directly to see if they need one. Even if the building does not require a COI, there’s really no harm in asking for one. Not only does it protect you, it’s also a good way to gauge the trustworthiness of the moving company you hire. If they cannot provide a form or give you a hard time, you should walk away. If they do provide a COI, you should look it over and make sure that the name on the COI matches the name of the moving company you are using as that can be a sign they are sending a fake proof of insurance.
When you work with NYC Great Movers you can rest assured knowing that we have the proper coverage and that we’re a legitimate company. Our information is clearly stated both on the COI and on our website. As well, we offer enough insurance coverage to satisfy the requirements for luxury buildings with our general liability providing up to $1 million, our umbrella insurance providing $5million, and our worker’s compensation providing $1 million. With this amount of coverage, you can rest assured that you won’t have to pay a penny if anything happens.
It’s always better for us, the building, and you if there aren’t any mishaps during the move. That’s why we provide extensive training for all of our new movers and we constantly improve our skills and technical know-how so we don’t damage anything. Of course, accidents can happen, which is why we are very serious about providing the best insurance coverage so that you and the building management can have peace of mind.
How Do You Request a Moving COI from NYC Great Movers?
As the customer, you don’t need to do the heavy lifting of actually reaching out to the broker and requesting the forms. NYC Great Movers does all the legwork for you. Of course, we will need to know whether or not you need a certificate of insurance so you’ll have to be proactive and ask ahead of time. Some buildings will require a COI a couple days to a week in advance in order to reserve the elevators. To expedite the process, you should ask your management company for a sample COI and then send it over to us.
After that, NYC Great Movers will take it from there. We provide a premium service and will get the COI directly from our brokers as quickly as possible. We’ll also make sure that we provide exactly what your buildings need based on the sample that you provide. Of course, we’ll also double check to make sure that everything is in order and will even reach out to the management company after we submit the certificate of insurance to make sure everything is correct. If there are any corrections, we will submit them right away. Once everything has been confirmed we’ll send a copy to the building and you so that you can have it on file. We’ll even bring a hardcopy with us in case so that there aren’t any issues the day of the move. We prefer to be as prepared as possible so there aren’t any delays in the moving schedule.
What Happens if There’s Damage During the Move?
NYC Great Movers are trained professionals that work hard to avoid any damages during a move. Our movers also go the extra mile to protect your old and new buildings by putting down things like rug runners and masonite boards to protect the walls and floors and padded sheets to protect door jambs and elevators. Even with all these precautions though, accidents can happen. This is where the certificate of insurance shines. NYC Great Movers will take care of everything if we end up damaging anything in the building. We will get in touch with the building manager immediately and start putting into motion the proper procedure to get our insurance to cover the repairs. Moving is already stressful, so we don’t want you to have to worry about anything related to the unloading and offloading. All you need to worry about is unpacking once you get to your new place! We will never charge you for any repairs for damage that we caused and that’s true of any other reputable NYC moving company.
Most buildings will require a COI in a few days in advance of the move, however others might need it weeks in advance in order to reserve the freight elevators. It’s up to you to check in with your management company to find out the timing and let us know when we need to submit the COI. While it’s always good to plan in advance, if you’re making a last-minute move we can expedite the process, just make sure to let us know! In these cases, it’s always better to reach out during the weekday as both our staff and our insurance brokers will be in the office during business hours.
Also, even if your management company says they don’t need a certificate of insurance for moving, it’s still a good idea to get one. Policies might have changed or maybe the person you were speaking to might be new and unfamiliar with the building’s requirements. It’s always better to be safe than sorry as you don’t want to deal with additional stress on your moving day.
Overall, getting a certificate of insurance for moving, regardless of whether the management company requires one or not, helps protect you during the move. It shows that the company you are hiring is reputable and takes the safety of their customers, workers, and the buildings seriously.
With this, you are now armed with some knowledge about what to look for in a certificate of insurance and its importance. This should give you some more confidence when navigating another aspect of the moving process.
Does every building need a certificate of insurance?
It depends. For the most part luxury and newer buildings tend to request them as these buildings cost a lot of money to build and maintain. However, if you’re not sure you should ask.
What is in a COI?
In simple terms it will tell you your moving company has insurance, the amount of coverage they have, the types of insurance they hold, and the address of the property you are moving into and/or out of.
What Happens If I Don’t Get a Certificate of Insurance for Moving?
It depends. If your building doesn’t require one, then the worst thing that will happen is that the movers will damage something in the building and you will be held liable for the cost of repair. As well, if one of the movers gets injured during the move and the company doesn’t have worker’s compensation, you might be on the hook to pay for their hospital fees!
If your building does require one, it might mean that you can’t move in or out that day as most buildings turn anyone away who hasn’t submitted the COI.
What are some common issues that I should look out for?
Even the best laid plans can go awry. Even if NYC Great Movers sends the COI to the management team, they might lose it or the email could have been accidentally deleted or gone into the junk folder. It’s always good to have a digital copy sent to you. That way, if your building manager says they never received it, you can send a copy.
You should also double check the COI coverage amount. Most buildings require around $1-2 million in coverage (which NYC Great mover’s ahs), so if the moving company’s insurance doesn’t cover the amount for the building, they will turn the movers away!