Short answer: what a client usually wants is a certificate of insurance, a document issued by your insurer that shows what you are covered for. You cannot make it yourself; you request it from the insurer. Read what the client actually requires first, then request the certificate, and send it with the contract documents. The best preparation is to know your insurer's request process before anyone asks.
What happened to me
In February 2025 an overseas client asked for proof that I carried insurance, as part of its onboarding paperwork. I requested a certificate of insurance from my insurer and submitted it together with the contract documents. What stayed with me was that having a policy is not enough: you have to be able to produce the certificate when you are asked.
Three steps
- Read what the client needs. Some clients only want to see that you are insured. Others specify the type of coverage, a minimum limit, or ask to be named on the certificate. Check the request or the contract before you contact the insurer.
- Request the certificate from your insurer. Ask what details they need from you and how long it takes, and give them the client's exact requirements so the certificate is right the first time.
- Send it with the contract documents, and keep a copy. Having it ready for the next client turns a stressful request into routine paperwork.
Be ready before you are asked
Find out now how your insurer issues certificates, whether it is a form, an email or an online account, and who to contact. For how I think about choosing a policy in the first place, see our guide to business insurance for freelancers, and for what to look for in a contract, our client contract checklist.
How it went
I asked for the certificate through my insurer's online portal, and it reached me about three business days later. In the request I described the type of insurance and the coverage details the client had specified. Since then I save the certificate with the contract documents in cloud storage, and I put the renewal date in my calendar. Holding a policy and being able to prove it when asked are two different things.
This is general information about one request in my own experience, not insurance or legal advice. Requirements differ by client, country and policy.
Frequently asked questions
Can I write the certificate of insurance myself?
No. A certificate of insurance is issued by your insurer or broker, which is why a client's request cannot be answered with a copy of your own notes. Ask your insurer how to request one.
How long does it take to get a certificate of insurance?
It varies by insurer and by what the client needs. Ask your insurer about its process and timing before a client asks, so you are not discovering it in the middle of onboarding.
What if the client requires a specific coverage amount?
Compare the requirement with your policy limits before you sign. If your policy falls short, ask your insurer what options exist and decide whether the contract is worth the extra cost.