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Key takeaways
- A certificate of insurance, or COI, is a document issued by an insurer or broker that summarises the coverage a supplier holds on a given date.
- The standard US form for liability cover is the ACORD 25. It states that it is issued for information only and does not amend, extend or alter the cover.
- Check the policy period, the limits, the named insured and whether the endorsements you need are in place, such as additional insured status.
- Track expiry dates. A supplier with a lapsed policy is a supplier with no cover on your site.
Free PDF and Excel: COI review checklist and expiry tracker. Get it below
What a certificate of insurance is
A certificate of insurance is a one-page summary issued by an insurer or broker that shows what insurance a policyholder carries, the limits, the policy periods and who holds the certificate.
Buyers ask suppliers for it before work starts on site, before a lease is signed and before a contractor joins the vendor list. It answers a simple question: if this supplier causes loss, is there cover behind them? The answer comes with a caveat printed on the form itself. The ACORD 25 says it is issued as a matter of information only and confers no rights on the certificate holder, and it does not amend, extend or alter the cover in the policies.
A property manager hires an electrician. The electrician's broker sends a certificate showing general liability of 1 million per occurrence, with a policy period ending on 30 June. The manager signs the contract in August and starts the work.
The policy had expired two months earlier. A fire during the job would have left the manager dealing with an uninsured contractor. A tracker with expiry dates would have flagged it.
What to check
| Field | What goes in it | Why it matters |
|---|---|---|
| Named insured | The business that holds the policy. | Must match the legal name in your contract. |
| Types of cover | General liability, auto, workers compensation, umbrella, professional liability. | Match to the risk of the work. |
| Policy numbers and insurers | Which insurer and which policy. | Allows verification. |
| Policy period | Effective and expiry dates. | Cover must run through the whole job. |
| Limits | Per occurrence and aggregate. | Must meet your contract minimum. |
| Certificate holder | Who the certificate was issued to. | Normally your company. |
| Additional insured | Whether your company is added by endorsement. | A certificate holder is not automatically an additional insured. |
| Cancellation wording | How you are notified if cover is cancelled. | Often limited. Ask for notice terms in the contract. |
Free PDF and Excel
COI review checklist and expiry tracker
A checklist for reading a certificate of insurance and a tracker that shows how many days remain on each supplier's policy.
- COI review checklist
- Minimum cover table by risk tier
- Request wording
- Excel tracker with days to expiry
Certificate holder versus additional insured
| Status | What it means |
|---|---|
| Certificate holder | You receive a copy of the certificate. You gain no rights under the policy |
| Additional insured | You are added to the policy by endorsement and have rights as the policy allows |
Process for procurement
- Set minimum limits and cover types in the contract by risk tier.
- Ask the supplier's broker for a certificate naming your company as holder.
- Check the table above against the certificate and the endorsements.
- Record the expiry dates in a tracker.
- Request a renewed certificate 30 days before expiry.
- Stop work or payment rules for lapsed cover are written in the contract.
For other onboarding documents see W-9, conflict of interest form and performance bank guarantee.
- Named insured matches the contract.
- Cover types and limits meet the minimums.
- Policy period covers the whole job.
- Certificate holder is correct.
- Additional insured endorsement is in place if required.
- Expiry date is in your tracker.
Last checked: 19 October 2026. The information-only wording is printed on the ACORD 25 form. Insurance law and practice vary. Ask your broker or counsel for contract wording.
Frequently asked questions
What is a certificate of insurance?
A one-page summary from an insurer or broker showing the cover a policyholder has, the limits and the policy period.
Is a COI proof that I am covered?
It shows what the policy held on the date of issue. It does not change the policy and it gives the holder no rights by itself.
What is an ACORD 25?
The standard US form for a certificate of liability insurance.
What does additional insured mean?
Your company is added to the supplier's policy by endorsement, giving it rights as the policy allows. Holding a certificate does not do this.
How often should I request a new COI?
At each policy renewal, usually yearly, and before any new job.