Landlords commonly request proof of insurance from tenants to safeguard their property and the tenant’s liabilities, offering three templates varying in tone and detail for different contexts. These templates assist in obtaining insurance verification to suit various landlord-tenant relationships.
Template 1: Formal Request
Subject: Request for Proof of Renters Insurance Compliance
Dear [Tenant’s Name],
I hope this letter finds you well. As per the terms of your lease agreement dated [Lease Start Date], pertaining to the property located at [Property Address], you are required to maintain a renters insurance policy for the duration of your tenancy.
This policy should cover liability and personal property protection at the minimum amounts specified in your lease.
As we approach the renewal/check-up period, we kindly request that you provide us with a current Certificate of Insurance (COI) or a copy of your insurance policy declaration page.
This document should verify that your renters insurance is active and meets the requirements outlined in our agreement.
Please submit the requested documentation by [Due Date], either via email at [Email Address] or by mailing it to the address below: [Your Name or Property Management Company] [Your Address]
Should you have any questions regarding this request or need assistance in obtaining renters insurance, please do not hesitate to contact us. We appreciate your prompt attention to this matter and your continued tenancy.
Template 2: Friendly Reminder
Subject: Friendly Reminder: Renters Insurance Update Needed
Hi [Tenant’s Name],
I hope you’re enjoying your time at [Property Address]! I’m writing to gently remind you about our lease agreement’s renters insurance requirement. Keeping an active renters insurance policy is not just a lease obligation but also a smart way to protect yourself and your belongings.
Could you please share your latest Certificate of Insurance (COI) or the declarations page of your policy with us? This is just to confirm that your coverage is up to date and in line with what we agreed upon.
There’s no rush, but if you could send this over by [Due Date], that would be fantastic. You can email it to me at [Email Address] or, if easier, drop a copy in the mail.
And of course, if you need any help with insurance matters or have any questions, feel free to reach out. Thanks so much for your cooperation and for being a valued member of our community.
Template 3: Professional and Detailed
Subject: Compliance with Lease Agreement: Proof of Renters Insurance Required
Dear [Tenant’s Name],
In accordance with the terms of our lease agreement dated [Lease Start Date], for the residence located at [Property Address], we require all tenants to maintain a valid renters insurance policy.
This policy must provide adequate coverage for liability and personal property as stipulated in the lease.
This letter serves as a formal request for you to provide proof of such insurance in the form of a Certificate of Insurance (COI) or the policy’s declarations page.
This document should clearly indicate that your coverage is current and meets or exceeds the minimum requirements specified in your lease agreement.
Please ensure that the proof of insurance is forwarded to our office by [Due Date]. Submissions can be made via email to [Email Address] or mailed to the following address: [Your Name or Property Management Company] [Your Address]
Failure to provide proof of insurance may constitute a breach of your lease agreement, leading to possible consequences as outlined in the agreement.
If you have any questions or require assistance in securing renters insurance, please do not hesitate to contact me directly at [Phone Number].
Thank you for your immediate attention to this matter. We value your tenancy and look forward to resolving this compliance issue swiftly.
[Your Contact Information]
Each template can be tailored further to match your specific situation, including the level of urgency, the tenant’s history, and the property management’s policies.