AI prompt to handle certificate of insurance (COI) requests

Certificate requests are frequent and often arrive missing the details you need. A standard reply that lists exactly what to send, and when to expect the certificate, saves back-and-forth. This prompt drafts that template.

Below is a ready-to-copy prompt to handle certificate of insurance (COI) requests, a detailed version that asks you clarifying questions first, and tips for using it. It works in any AI assistant: ChatGPT, Claude, Gemini or Copilot.

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The prompt

Write a reply template for COI requests listing the info we need (certificate holder name/address, project, special wording) and expected turnaround. Placeholders only.

Detailed version (asks clarifying questions first)

Act as an experienced assistant to a licensed insurance agent. Before answering, ask me up to 3 clarifying questions (the type of business, the coverage line and who the output is for). Then complete this task, and finish with a short checklist of statements I should verify with my compliance team.

Task: Write a reply template for COI requests listing the info we need (certificate holder name/address, project, special wording) and expected turnaround. Placeholders only.

What a good result looks like

A good COI reply template tells the requester exactly what you need (certificate holder name and address, project or contract details, and any special wording such as additional insured or waiver of subrogation) and when they can expect the certificate. It saves back-and-forth and sets clear expectations.

Common mistakes and watch-outs

A certificate only summarizes the policy; it can't add coverage, extend dates or change terms. If a contract requires additional insured status or special wording, check that the policy has the matching endorsement before issuing. Don't promise same-day turnaround unless your process supports it.

How to adapt the prompt

Create versions for the client (who is asking for a certificate) and for third parties (who are asking for proof of the client's coverage). Add your agency's request form link and business hours. Commercial teams can also ask the AI to draft a checklist for reviewing contract insurance requirements.

EXAMPLE output (placeholder data, not a real client)

Subject: Your certificate of insurance request

Thanks for your request. To issue the certificate, please send:

1. Certificate holder's full legal name and mailing address
2. Project name/location or contract number (if applicable)
3. Any special wording required by the contract (for example additional insured or waiver of subrogation) and a copy of the contract's insurance section

We usually issue certificates within [Turnaround Time] of receiving complete information. Special wording may take longer because we confirm it matches the policy.

[CSR Name], [Agency Name], [Phone]

How to use it

Copy the prompt. Copy the short prompt above, or the detailed version if you want the AI to ask clarifying questions first.
Add your details. Add the details for your situation (line of business, audience, tone). Keep it de-identified; never paste client personal information.
Run it in the right tool. Paste it into any AI assistant: ChatGPT, Claude, Gemini or Copilot.
Review before you use it. Verify exposures, limits and forms against the actual application and policy. Check every fact, name and number yourself.
Take the next step. Next, see: Build a library of email templates.

Which AI tool to use

Any AI assistant

ChatGPT Claude Google Gemini Microsoft Copilot

Paste the prompt above (short or detailed) into any of these.

Before you use it

Verify exposures, limits and forms against the actual application and policy.
Certificates can't change or extend coverage; additional-insured or special wording must match the policy and its endorsements.
Never paste client personal information (names, policy numbers, health or financial details) into AI tools your agency hasn't approved.
Review every AI output for accuracy and compliance before you use it.

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