Do You Really Need a Certificate of Insurance (COI) for Your DC Apartment Move?

Moving into a new apartment in Washington, D.C. can be exciting – until building management asks for a Certificate of Insurance (COI) from your movers. Many renters and even landlords are caught off guard by this requirement. Do you really need a COI for a DC apartment move? In most cases, yes. Below, we explain what a moving COI is, why so many DC buildings require one, and how both tenants and landlords can handle COIs to ensure a smooth moving day.

Introduction: Moving into a new apartment in Washington, D.C. can be exciting – until building management asks for a Certificate of Insurance (COI) from your movers. Many renters and even landlords are caught off guard by this requirement. Do you really need a COI for a DC apartment move? In most cases, yes. Below, we explain what a moving COI is, why so many DC buildings require one, and how both tenants and landlords can handle COIs to ensure a smooth, worry-free moving day.

What is a Moving COI and Why Do DC Buildings Require One?

A moving Certificate of Insurance (COI) is an official proof of insurance coverage from a moving company’s insurer. It’s a one-page document that names the building or landlord and confirms the mover has liability insurance up to a certain amount. The primary purpose of a COI is to protect the property in case the movers accidentally damage common areas or infrastructure during the move. Think of elevators jammed with furniture, scuffed lobby walls, or a scratched hardwood floor in a hallway – the COI assures the building that the mover’s insurance will cover those repairs.

In Washington, DC, many apartment complexes and condominiums do require a COI before move-in or move-out. This is especially true for high-rise apartments, large managed buildings, and luxury condos common in areas like Downtown, Navy Yard, or Dupont Circle. Building managers in DC enforce COIs as a standard policy to avoid liability. If you’re moving into a professionally managed building in the District, assume you’ll need to provide a COI from your moving company unless explicitly told otherwise. It’s a simple safeguard: the building doesn’t want to be on the hook for repair costs if something goes wrong during your move.

When Do You Need a COI for a Move in DC (and When Might You Not)?

You will almost always need a COI if you are:

• Moving into or out of a multi-unit building with professional management. DC landlords and property managers typically require any outside contractors (including movers) to carry insurance. Before the movers even show up, management will demand the COI paperwork. This applies to most apartment buildings, condos with associations, and even some co-op buildings.
• Using professional movers. Even if the building manager hasn’t mentioned a COI yet, it’s wise to ask. Most DC moving companies are familiar with the process and can send a COI upon request. It’s better to have it ready than to have movers stalled at the front door on moving day.

On the other hand, you might not need a COI if:

• You’re moving between private homes or small rentals. For example, moving from one rowhouse to another, or into a small four-unit building owned by an individual landlord who didn’t stipulate any COI requirement. In such cases, since there’s no building management enforcing rules, nobody will ask for the certificate. However, remember that not being required to give a COI isn’t the same as insurance not mattering. It simply means the formality is not required. It’s still smart to hire insured movers so that any accidental damage to your property or others’ property is covered.
• DIY moves with no third-party movers. If you and your friends are lugging boxes in a rented U-Haul, there’s no moving company involved – hence no COI to provide. But caution: some large buildings in DC do not allow DIY moves precisely because of insurance issues. They want licensed, insured movers only. Always check your building’s policy. If you plan a DIY move into a high-rise, you may be asked to buy a damage bond or, more commonly, to switch to professional movers who can furnish a COI.

For landlords of smaller buildings in DC: if you haven’t considered it before, you may want to request a COI from any movers coming into your property. Even if you own a single condo unit being rented out, it’s reasonable (and common in DC) to expect tenants to use insured movers. It protects your unit and the building’s common areas. In larger buildings, the property management will handle this, but for independent landlords, it’s something to communicate to your tenants.

What Does a Moving COI Include?

A COI for moving isn’t just a generic form – it contains specific information about the mover’s insurance policy as it relates to your move. Key elements include:

• Policy Holder and Insured Parties: It will list the moving company’s name and their insurance provider. Crucially, it will also name your building or management company as “Certificate Holder” and an Additional Insured on the policy for the day of the move. This means the coverage extends to the building for that event.
• Coverage Types and Limits: The certificate shows the types of coverage the mover carries: general liability (for property damage or injury), automobile liability (if the truck causes damage), cargo insurance (coverage for your goods), and workers’ compensation for the movers. DC buildings typically want to see at least $1,000,000 in general liability coverage (some upscale buildings downtown may require $2 million or more). The COI will explicitly state the liability limits in dollars. It basically assures, “this mover is insured up to $X for any damage or injury.”
• Dates and Locations: The COI is usually specific to the date(s) of your move and includes the addresses of the origin and destination. For instance, if you’re moving into 1234 Massachusetts Ave Apartments, Washington, DC, that address will be on the form, signaling that the insurance applies at that location during the move.

For tenants, the technical details on the COI might be overwhelming, but the bottom line is: it proves your movers are adequately insured. It is not insurance you are purchasing yourself. It doesn’t cost you anything (reputable movers provide COIs free of charge). It’s simply a certificate your mover’s insurance company issues to satisfy your landlord’s requirements. As a renter, you should check that your building’s name and address are correct on the document and that the coverage amount meets the building’s minimum. For landlords, verify that you/your building are named as an insured party and that the coverage amount and policy dates are correct. If anything is missing or wrong, don’t hesitate to ask for a corrected COI – it’s a routine process for insurance companies.

Why You Shouldn’t Skip the COI (and Why Your Own Insurance Isn’t Enough):

If you’re wondering, “Is this really necessary? Can’t I just show proof of my renter’s insurance or trust that nothing will break?” – here’s why the COI is important:

• Building Damage vs. Personal Belongings: Renter’s insurance covers your personal belongings and perhaps liability inside your unit, but it will not cover damage to building common areas caused by movers. A moving COI specifically covers the building’s risks. For example, if movers crack the lobby tile, your renter’s insurance won’t pay for it – but the moving company’s liability insurance (confirmed by the COI) will. Landlords often require being listed on the COI to ensure the mover’s insurance will pay them directly for any repairs.
• Avoiding Costly Delays: Skipping the COI or forgetting to arrange it can derail your move. Many DC property managers are very strict: if the movers show up without a COI on file, they will be denied access to elevators or loading docks. You could end up with a moving truck parked outside and no permission to move in. This scenario can cost you hundreds of extra dollars (movers waiting on the clock, or having to reschedule). One moving industry article warns that you could “find yourself waiting at the curb with a team of movers and several loaded trucks only to be told you’ll have to come back another day” if the COI isn’t submitted. In short, not having the certificate when required is a recipe for a moving nightmare.
• Indicator of a Professional Mover: From a renter’s perspective, asking a mover for a COI is a good litmus test of their professionalism. A legitimate moving company will readily provide a COI and know exactly what you mean when you request it. If a mover cannot provide a COI or seems confused by the request, red flag! – they might be uninsured or not properly licensed. In DC, where unlicensed movers occasionally operate, insisting on a COI helps you filter out movers who might put your building (and your belongings) at risk. (As one moving company blog advised, if a mover can’t produce a COI, they probably aren’t insured – time to find another mover.)

For all these reasons, a COI isn’t just bureaucratic fluff. It protects you, your building, and your mover from undue trouble. Both tenants and landlords should consider it a non-negotiable part of any apartment move in the city.

How to Get a COI for Your DC Apartment Move (Step by Step):

Obtaining a COI is easier than it might sound. Here’s a simple roadmap:

1. Ask Your Building for Requirements: As soon as you know your move-in or move-out date, contact the building management. Simply ask: “Do you require a certificate of insurance from my movers?” If yes, also ask if they have a sample COI or specific wording handy. Many DC property managers will provide a sample document or at least tell you exactly what coverage amounts and whom to list (e.g., the management company’s name and address) on the COI. This is common in DC; for example, a building might require a COI naming “XYZ Apartments LLC and ABC Management Co. as additional insured up to $1,000,000” – you’ll pass these details to your mover. If you’re a landlord, be ready to give these details to your tenant or their mover.
2. Contact Your Moving Company: Relay the information to your mover. Provide the building manager’s email or fax, the building’s name, and any specific instructions. Most moving companies have an insurance agent or broker who handles COI requests quickly. In the DC area, movers are used to this – many have online request forms. The COI will be prepared by the insurer. Importantly, it doesn’t cost extra – issuing a COI is typically a free service, as it’s part of what an insured mover offers. (If a mover tries to charge an exorbitant “COI fee,” be skeptical – most do it for free or a nominal admin fee at most.)
3. Get the COI and Submit it Timely: The mover’s insurance company will send the completed Certificate of Insurance, often directly to your property manager (with you CC’d). Follow up a few days before the move to confirm the building received it and that everything is in order. Different buildings have different lead times: some only need it 24 hours in advance, while others want a week’s notice to schedule freight elevators. In DC, where scheduling elevators is a reality of life, earlier is better. Aim to have it in a week ahead if possible. Print a copy or keep a digital copy with you on moving day as a backup.
4. Special Cases – Multiple COIs or DIY moves: If you’re not using a single moving company – perhaps you bought furniture from several stores delivering to your new DC apartment – you may need multiple COIs. For each vendor (e.g., West Elm delivery service, a piano moving specialist, etc.), ask them for a COI if the building requires it. It can be a bit of a juggling act, but it’s the same principle: each company’s insurer must name the building and provide proof of coverage. If you’re doing a DIY move into a building that technically requires professional movers with COIs, talk to management. Some smaller buildings might waive the requirement for a resident moving themselves, or have you sign something taking responsibility. Larger buildings might flat-out insist on an insured mover. Know this before moving day to avoid surprise roadblocks.

Tips for Landlords/Managers: If you’re a landlord or condo owner in DC expecting a new tenant, make the COI part of the moving instructions. Provide your tenant (or their moving company) the exact names and addresses to be listed on the COI (for example, the condo association’s name or your own name if you want to be listed). This will speed up the process. As a landlord, once you receive the COI, review it to ensure it meets the requirements. Commonly, property managers in DC will file this in their records. It’s also a good idea for you to keep a copy until the move is done without incident.

Frequently Asked Questions