What should a vendor provide before starting work?

Most associations request a current certificate of insurance (COI) and any required licensing details before work begins. Requirements vary by community and scope, so confirm early.

Do all vendors need workers’ compensation?

It depends on the trade, payroll structure, and scope. Many associations require workers’ comp for contractors with employees. When it’s not applicable, vendors may provide an exemption or alternative documentation depending on the situation.

Why do boards ask to be listed as additional insured?

Boards sometimes request additional insured status to help ensure the association is protected for certain claims related to the vendor’s work. Whether it’s appropriate depends on scope and the association’s requirements.

How often should COIs be updated during a project?

If a project spans multiple months or a policy is set to renew mid-project, the COI should be kept current. Confirm renewal timing before mobilizing.

Who should vendors contact if insurance requirements are unclear?

Contact Moderne before work begins so we can confirm the community’s standard and keep the start date on track.

Vendor Insurance Requirements for Florida HOAs & Condos (What Boards Should Require)

Insurance is not a “paperwork hoop.” In a residential community, it’s a safety and risk-control standard.

For boards, a clean insurance process helps prevent delays, reduce disputes, and protect residents and property. For vendors, it’s the fastest way to start work without last-minute stops.

If you work in Moderne-managed communities, start with our vendor standards hub: Vendor Guidelines & Community Standards.

If you’re a board in Pinellas County and want a local, board-ready management scope:

The goal: protect residents and keep work moving

Boards are balancing two realities at the same time:

Residents live on-site while the work is happening
The association is responsible for managing risk in common areas

That’s why most communities standardize what they need from vendors before mobilization.

If you need a smoother workflow around approvals, scheduling, and documentation, see Maintenance Coordination.

What a COI is (and what it isn’t)

A certificate of insurance (COI) is a snapshot of active coverage. It typically includes:

Carrier information
Policy types
Policy numbers
Effective dates
Limits

A COI is not a contract, and it doesn’t change coverage by itself—but it’s the simplest way to confirm that coverage is active and current.

Common coverage types boards look for

Requirements vary by association and scope, but these are common categories boards may request.

General liability

General liability is often a baseline requirement because it relates to property damage and bodily injury claims.

Boards typically care that the coverage is:

Current (effective dates are active)
Appropriate for the scope (trade and work type)

Auto liability (when vehicles are involved)

If the vendor is bringing vehicles on-site (especially in parking areas or near pedestrians), auto liability is often relevant.

Workers’ compensation (when applicable)

Workers’ comp questions can create delays when they’re handled late.

If your business structure or scope means workers’ comp is not applicable, that’s usually a solvable conversation—but it needs to happen before mobilization, not after trucks arrive.

Additional insured: why it comes up

Some communities request that the association (and/or management entity) is listed as additional insured.

From a board’s perspective, it’s about ensuring the association is protected for certain claims tied to the vendor’s work.

If you’re unsure whether additional insured language applies to your job, ask before you schedule. It’s easier to confirm up front than to reissue documentation the morning the project starts.

The avoidable problem: expired dates and mid-project renewals

Most “insurance delays” come from timing, not disagreement.

A few common failure points:

The COI effective dates have already expired
The policy renews mid-project and the updated COI isn’t ready
The COI doesn’t match the trade/scope in a way the community expects

A simple fix is to confirm renewal timing when the work is scheduled and set a reminder to provide the updated COI.

A simple, board-friendly process (that vendors appreciate)

A good insurance workflow is short and consistent:

Confirm scope (what work, where, when)
Collect insurance documentation before mobilization
Verify dates and basic fit with the community’s standard
File and keep current for the project duration

The more consistent the workflow, the less “back-and-forth” both sides experience.

How this ties into check-in, safety, and scope authorization

Insurance is only one piece of the vendor standard.

For a complete set of expectations (check-in, conduct, safety, and scope authorization), use:

Vendor Guidelines & Community Standards

If you want to confirm who to coordinate with before arriving, use:

Contact

Vendor note: a quick pre-work check-in prevents schedule slips

If you have a start date and you’re not sure what the community will require, reach out before mobilizing.

Questions and routing: Contact
Workflow and documentation standards: Maintenance Coordination
Full vendor expectations: Vendor Guidelines & Community Standards

If you’re a board and want Moderne to standardize this workflow for your community, request a proposal.