Certificate of Insurance Delivery Email Workflow for Outlook
Deliver a Certificate of Insurance to a client for use with a third party or certificate holder. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the certificate of insurance delivery email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
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Bcc
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Subject
Certificate of Insurance — Policy policy_number
certificate-of-insurance
Hi client_first_name,
Please find your Certificate of Insurance attached to this email. This document has been prepared as requested and is ready to submit to the certificate holder.
CERTIFICATE DETAILS
• Policy Number: policy_number
• Coverage Type: coverage_type
• Certificate Holder: certificate_holder
• Effective Date: effective_date
• Expiration Date: expiration_date
WHAT IS A CERTIFICATE OF INSURANCE?
A Certificate of Insurance (COI) is a document that provides evidence of your existing insurance coverage. It summarizes the key details of your policy — coverage types, limits, and the policy period — in a standardized format that third parties, landlords, clients, or event venues can use to confirm your coverage.
IMPORTANT NOTES
• A Certificate of Insurance is evidence of coverage only — it does not modify, extend, or alter your underlying policy
• If the requesting party requires specific additional insured language or endorsements beyond what's shown, please notify me before submitting so we can ensure the certificate is accurate
• Certificates expire when the underlying policy expires — if you need updated certificates in the future, please reach out and we'll prepare a new one
If the requesting party needs the certificate sent directly to them, let me know and I can handle that on your behalf. I'm reachable at me::phone.
Workflow context
When to use this workflow
Use this workflow when delivering a Certificate of Insurance to a client for a third party, landlord, event venue, or certificate holder.
What this replaces
This replaces manually writing COI delivery emails, retyping policy and certificate holder details, and checking whether the certificate file is attached.
Why teams standardize this email
COI requests are frequent and detail-sensitive. Standardizing the delivery email helps agencies include the right policy details, explain certificate limitations, and require the correct attachment before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the Certificate of Insurance delivery email in Outlook
- Prompts for client name, policy number, coverage type, certificate holder, effective date, expiration date, and phone number
- Adds a policy-specific subject line
- Can require the Certificate of Insurance attachment
- Keeps the email editable for final review
FAQ
Does Toggles create the Certificate of Insurance?
No. Toggles can require the COI attachment, but the certificate itself is created through your existing insurance process.
Can this handle certificate holder details?
Yes. The workflow includes a certificate holder variable and policy date fields.
Can agents send the certificate directly to a third party?
The workflow prepares the client email. Agents can adjust recipients in Outlook before sending if their process requires direct delivery.
Email workflow audit
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How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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