Your One-Page Insurance Checklist
If you are an HVAC technician, you must keep your insurance up to date. This checklist helps you stay ready for what comes next, day after day. Let’s go through the most important things to check regularly.
1. Keep a Copy of Your Certificate
You should always have a copy of your insurance certificate. This proves you have coverage. You might need it for a client, a contractor, or a property owner. Print one and keep it in your truck or office. The certificate shows the policy number, the dates, and the carrier, but it does not show all the full terms or who is covered.
Learn more about certificates if you are not sure what they are.
2. Know What Your Policy Covers
Workers’ compensation insurance pays for work-related injuries to people who are covered. It does not cover you, the owner, by default. If you want coverage for yourself, you must choose an owner inclusion election when you get your quote. This costs more, but it is your choice.
Make sure you know whether you are covered and who else is covered. Talk to the people you work with — they might expect you to pay if they get hurt on the job. If you don’t have coverage for them, you might have to pay from your own pocket.
3. Know What Work You Do
Workers’ compensation insurance is based on the kind of work you do. Each kind of work has a class code. This code helps set your price. You don’t need to remember the code — your quote will tell you. But you must make sure you are telling the truth about what you do. If you start doing a different kind of work, you must let your insurance company know.
4. Update When You Hire Someone
If you hire someone — even part-time or for one job — you must let your insurance company know. Hiring someone changes your coverage needs. You must add them to your policy, or you might not be protected if they get hurt. You may also need a different class code and a different price. This is a big change, so do not wait — update your insurance right away.
5. Check Your Policy Before Each Job
Before each job, check that your policy is still active and covers the kind of work you are doing. If you are doing something new — like working on solar equipment or geothermal systems — make sure your current coverage still fits. If not, you may need to update your policy. It is better to update before a problem happens than to find out too late.
6. Renew on Time
Workers’ compensation insurance does not auto-renew. You must get a new quote and start a new policy when your old one ends. Do not wait until the last minute — it can take time to get a new policy, especially if you have changed your business in the meantime. Renewing late can leave you without coverage, and you might be breaking the law in your state.
7. Add a New Certificate Holder
If someone new asks for a copy of your certificate — like a new client or a subcontractor — you must make sure they are added to your policy. This is not always automatic. If you do not, the person asking might not accept your certificate as valid. It is better to check and update before handing it over.
8. Review When Something Changes
Your insurance should change when your business changes. This includes moving to a new location, changing the kind of work you do, or hiring someone. Any big change should be reported to your insurance company so your coverage stays correct. If you do not update, you might not be protected if something goes wrong.
9. Know When to Change Your Coverage
If your business grows or changes, your insurance might need to change too. For example, if you start doing more types of HVAC work — like adding plumbing or electrical services — you might need to update your class code. You also need to update if you start working in a new state or if your business structure changes. Always check with your insurance company before making big changes to your business.
10. Know What to Do If You Get a Request
If a client, a building manager, or a property owner asks for a certificate, you must be ready. You should already have a copy on hand. But if the person asking is not on your certificate, you may need to update your policy to include them. This is a common mistake — you think you have a certificate, but it does not cover the person asking for it. Always double-check who is on your certificate before sending it out.
