If you live in a high-rise in Brickell, Downtown Miami, Aventura, Sunny Isles Beach or Key Biscayne, your building almost certainly wants a certificate of insurance for movers, called a COI, before the truck is allowed near the loading dock. Miss it, or send the wrong version, and the front desk can turn your crew away on moving day.
This guide explains what a COI is, what Miami condo managers typically ask for, how to get one, how much lead time to allow, and the other condo move-in requirements that come with it: deposits, elevator padding, loading-dock times and move-hour windows. There’s a step-by-step checklist at the end.
What Is a Certificate of Insurance for Movers?
A certificate of insurance, or COI, is a one- or two-page document issued by a moving company’s insurance agent. It proves the mover carries active insurance and summarizes the policies, limits and dates of coverage.
Condo associations and property managers require a COI for movers because moves are one of the highest-risk activities in a building. Crews handle heavy furniture in shared hallways, lobbies and elevators. If a dolly gouges a marble floor or a sofa cracks an elevator panel, the building wants to know the mover’s insurance will pay for it, not the association.
A COI is not a policy itself. It’s a snapshot that says, “This company has this coverage, and the building is recognized on it.”
What Miami Condo Buildings Typically Require on a COI for Movers
Every building sets its own rules, and exact requirements vary by building. Your property manager or the association’s move-in packet is the final word. That said, most Miami condo COI requests include the same core pieces.
General liability coverage
This covers damage to the building’s property and injuries to third parties. Many buildings ask for limits such as $1 million per occurrence, sometimes with a higher aggregate amount; your building’s manager will specify the exact numbers.
Workers’ compensation
Buildings want proof that the mover’s crew is covered if someone is hurt on the job. This protects the association from claims by injured workers. Some buildings also ask for employer’s liability limits alongside workers’ comp.
Auto liability
Some buildings ask for commercial auto coverage because the truck will be on their property, often in a garage or loading area.
Certificate holder and additional insured
This is where most COIs get rejected. The building will usually ask that the certificate list:
- Certificate holder: typically the condominium association, written exactly as it appears in its legal name, with the building’s address.
- Additional insured: often the association, the property management company, and sometimes the building owner or a master association. Being named as additional insured extends the mover’s liability coverage to those parties for this job.
Some buildings also want specific wording, such as a waiver of subrogation or a note that coverage is primary and non-contributory. If your building’s packet includes a sample COI, send that exact sample to your mover.
Valid dates
The policy dates must cover your move date. A certificate that expires the week before your move won’t be accepted.
How to Request a COI From Your Mover
Getting the COI right is mostly about sending the mover the right information once, early.
- Ask the building for its requirements. Contact the property manager or front desk and request the move-in packet, insurance requirements and any sample certificate.
- Gather the exact names and addresses. You need the association’s legal name, the management company’s name and the building’s mailing address. Spelling matters.
- Send everything to your mover in writing. Email the packet or sample COI to your moving coordinator, along with your move date and unit number.
- Ask the mover to send the COI directly to the building. Many managers prefer receiving it straight from the mover or its insurance agent. Ask to be copied.
- Confirm approval. Follow up with the manager a few days later to make sure the COI was accepted and is on file for your date.
If you’re moving out of one building and into another, you’ll typically need two separate certificates, one naming each association.
Lead Times: When to Start
Request your COI as soon as you book your mover. A good mover can usually turn around a standard certificate within one to a few business days, but special wording, multiple additional insureds or a back-and-forth with the building can stretch that out.
Many Miami buildings also want the COI on file several business days before the move, and some won’t confirm your elevator reservation until it’s approved. Plan on:
- 2 to 3 weeks out: Get the building’s requirements and send them to your mover.
- 1 to 2 weeks out: COI submitted and approved.
- A few days out: Elevator and dock reservation confirmed in writing.
Other Condo Move-In Requirements to Plan For
The COI is one piece of the puzzle. When you’re moving into a condo in Miami, expect several other rules.
Move-in and move-out deposits
Many associations charge a refundable damage deposit, a non-refundable move fee, or both. These are paid by the resident, not the mover, and are often due before your reservation is confirmed. The deposit is typically returned after a post-move inspection of common areas. Ask how much it is, how it’s paid and how long refunds take.
Freight elevator reservation
Most high-rises require a freight elevator reservation for your move, often for a fixed block of time. Popular slots, especially weekend mornings and month-end dates, fill quickly. Ask:
- How far ahead you can and must book.
- How long your block lasts and whether you can extend it.
- What happens if the crew runs over.
- Whether the building has a dedicated service elevator or locks a passenger car for moves.
Elevator padding
Buildings typically require protective pads on elevator walls before any furniture goes in. Some buildings hang their own pads; others expect the mover to bring and install them. Confirm which applies so your crew comes prepared.
Loading dock and move-hour windows
Many condos restrict moves to weekdays during business hours, such as 9 a.m. to 5 p.m., and some don’t allow moves on Sundays or holidays. Loading docks may have height limits that affect which truck size can enter, and some docks are shared with deliveries and trash pickup. Tell your mover the dock clearance and any truck-size limits ahead of time.
Floor and hallway protection
Expect the building to require runners or floor protection in lobbies and corridors, and door-frame protection at your unit. Ask whether the building inspects common areas before and after the move.
Building staff and access
Some buildings require a staff member or security officer to be present during the move, and may charge for it outside standard hours. You may also need to register the crew and truck with the front desk or guardhouse in advance, which is common in gated communities and on Key Biscayne.
Step-by-Step Condo Move Checklist
- Get your building’s move-in packet, insurance requirements and sample COI.
- Book your mover and confirm they can provide a certificate of insurance that matches the sample.
- Email the mover the exact certificate holder and additional insured names and addresses.
- Reserve the freight elevator and loading dock for your preferred date and time window.
- Pay any move-in deposit or move fee the association requires.
- Confirm the COI was received and approved by the manager.
- Confirm truck-size and dock-height limits with the building and share them with your mover.
- Confirm who supplies elevator pads and floor runners.
- Register the crew and truck with security if required.
- Reconfirm your reservation and arrival time two to three days before the move.
- On move day, walk the common areas with the building staff before and after, and note any existing damage.
- Follow up on your deposit refund after the post-move inspection.
If you’re doing this for both a move-out building and a move-in building, run the checklist twice. The rules, deposits and certificate holder names will almost always be different.
How Ciao Moving & Storage Helps With Condo Moves
Ciao Moving & Storage is a Miami moving company based in Coral Gables, and condo moves are a big part of what we do. We provide certificates of insurance and coordinate directly with condo buildings on elevator reservations and loading docks, so you’re not stuck relaying emails between the property manager and the crew.
- Licensed and insured, USDOT #3252722, and rated 4.9 on Google.
- One coordinator from quote through move day, with updates by phone, text or email.
- Upfront, inventory-based quotes with no hidden fees.
- Floor and door-frame protection on every move.
- Experience with antiques, fine art and pianos, which matters in tight service elevators.
- Packing and unpacking services to keep your elevator time efficient.
- Short- and long-term storage in an air-conditioned facility if your move-out and move-in dates don’t line up.
We work in buildings across Miami-Dade and Broward. See our neighborhood pages for Brickell movers, Downtown Miami movers, Aventura movers, Sunny Isles Beach movers and Key Biscayne movers.
Frequently Asked Questions
Who provides the certificate of insurance, me or the movers?
The moving company provides it, usually through its insurance agent. Your job is to get the building’s requirements and pass them to the mover. Most managers then want the certificate sent directly to them by the mover or agent.
How long does it take to get a COI for movers?
A standard certificate can often be issued within one to a few business days. Special wording or multiple additional insureds can take longer. Request it as soon as you book so it’s approved well before your elevator reservation.
What insurance limits do Miami condo buildings require?
It depends on the building. Many buildings ask for limits such as $1 million per occurrence in general liability, plus proof of workers’ compensation, but your building’s manager will specify. Always work from the building’s written requirements or sample COI.
Do I need a COI for both my old and new building?
Usually, yes. Each building needs a certificate naming its own association and management company. If you’re moving between two condos, ask your mover for two separate certificates.
What happens if my COI is rejected?
The building may refuse access until a corrected certificate is approved, which can push back your move. The most common fixes are correcting the association’s legal name, adding a missing additional insured or updating policy dates. Starting early leaves time to fix it.
Is the move-in deposit refundable?
Many buildings return the damage deposit after a post-move inspection of common areas finds no damage. Non-refundable move fees are separate. Check your building’s packet for amounts and refund timing.
Book a Condo Move With the Right Paperwork in Place
The smoothest condo moves start with the certificate of insurance and elevator reservation handled early. Get your free moving quote from Ciao Moving & Storage, or call (305) 531-4222 and send us your building’s requirements. Your coordinator will take it from there.