A certificate of insurance (COI) is a one-page document — almost always the ACORD 25 form — that summarizes your insurance policies, limits, and dates as proof that coverage exists. It is issued by your agent or broker, usually at no charge. A COI is evidence of insurance, not a policy: it confers no coverage and no rights on the person who receives it. The certificate holder is simply the party you send it to — being a certificate holder does not make someone an additional insured. Need to actually produce one? See our ACORD 25 certificate template guide.
Landlords, general contractors, and clients ask for a "certificate of insurance" before you can start work. It's a routine document, but two misunderstandings about it cause real disputes: people think a COI gives the holder coverage (it doesn't), and they confuse certificate holder with additional insured (very different). This guide explains what a COI is, what it shows, and what it can't do. Source: IRMI certificate of insurance + certificate holder references; NAIC. Producing one: our ACORD 25 template guide.
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What is a certificate of insurance?
A certificate of insurance is a standardized one-page summary of an entity's insurance coverage, issued by the agent or broker as proof that policies are in force. In the US it's almost always the ACORD 25 form (the ACORD 25 is the certificate for liability coverages). It lists the insurer, policy numbers, coverage types, limits, and effective/expiration dates as of the date it's issued.
- It's a snapshot, not a contract — it reflects coverage as of the issue date; a policy can change or cancel afterward.
- It's issued by the producer — your agent or broker generates it, usually for free, at your request.
- It's what counterparties ask for — before a lease, job, or contract starts, the other side asks for a COI to confirm you carry the required coverage and limits.
What a COI shows (the ACORD 25 fields)
| Field | What it tells the reader |
|---|---|
| Insured | The business the coverage belongs to (the named insured). |
| Insurer(s) / NAIC # | The carriers providing each policy. |
| Coverages | Which policies are in force — General Liability, Automobile, Umbrella, Workers' Comp, etc. |
| Limits | Each occurrence, aggregate, auto combined single limit, WC statutory, and so on. |
| Policy numbers & dates | The policy identifiers and their effective / expiration dates. |
| Certificate holder | The party the certificate is issued to (see the distinction below). |
| Description of operations | A notes box that can reference additional-insured or primary & non-contributory endorsements on the policy. |
Certificate holder vs additional insured
The most important distinction on the whole document:
| Certificate holder | Additional insured | |
|---|---|---|
| What they get | A copy of the certificate — notice that coverage exists | Actual coverage + a defense under the policy |
| Created by | Being listed in the certificate-holder box | An endorsement (e.g. CG 20 10 / CG 20 37) added to the policy |
| Can file a claim? | No | Yes — they're an insured |
If your contract requires additional-insured status, being named certificate holder is not enough — you need the endorsement on the policy, and the certificate should reference it.
Why a COI confers no coverage
Every certificate carries a disclaimer stating that it is issued as a matter of information only, confers no rights on the holder, and does not amend, extend, or alter the coverage of the policies it describes. In plain terms: the policy — not the certificate — determines what's covered. A COI can be accurate the day it's issued and meaningless a week later if the policy is cancelled. That's why sophisticated parties require additional-insured endorsements (real coverage) rather than relying on the certificate alone.
How to get one (and request one)
- To get a COI: ask your agent or broker; they issue the ACORD 25, usually for free, listing the certificate holder you specify. Our ACORD 25 template guide walks through the form.
- To request one from a vendor: ask for a certificate naming you as certificate holder, and — if your contract requires it — as an additional insured (with the endorsement referenced), plus the specific limits and any waiver of subrogation / primary & non-contributory wording.
Common COI mistakes
- Treating certificate-holder status as coverage — it isn't; require the additional-insured endorsement when the contract calls for it.
- Relying on an expired certificate — a COI is a snapshot; re-request one each policy period.
- Assuming "additional insured" on the notes box means it's on the policy — verify the endorsement is actually attached; the certificate itself can't add coverage.
- Not checking limits against the contract — confirm the limits shown meet what your agreement requires.
Frequently Asked Questions
What is a certificate of insurance?
A certificate of insurance (COI) is a standardized one-page summary of a business's insurance — usually the ACORD 25 form — issued by its agent or broker as proof that policies are in force. It lists the insurer, policy numbers, coverage types, limits, and effective/expiration dates. It is evidence of insurance, not a policy, and it confers no coverage on the person who receives it.
Is a certificate holder the same as an additional insured?
No. A certificate holder simply receives a copy of the certificate as proof that coverage exists — they get no coverage and cannot file a claim under the policy. An additional insured is added to the policy by endorsement (such as CG 20 10 / CG 20 37) and actually receives coverage and a defense. If a contract requires additional-insured status, being listed as certificate holder is not enough.
Does a certificate of insurance give me coverage?
No. Every certificate states that it is issued for information only and confers no rights on the holder, and does not amend or extend the policies it describes. The policy — not the certificate — determines what's covered. A COI can be accurate when issued and meaningless later if the policy changes or cancels. For real protection under someone else's policy, you need an additional-insured endorsement.
What form is a certificate of insurance?
In the US it's almost always the ACORD 25 form (the standard certificate for liability coverages). Some coverages use related ACORD certificate forms. To produce one, your agent completes the ACORD 25 and lists the certificate holder you specify — see our ACORD 25 certificate template guide for a walkthrough.
How do I get a certificate of insurance?
Ask your insurance agent or broker; they issue the ACORD 25 certificate, usually at no charge, naming whatever certificate holder you specify. If your contract requires it, also ask them to add the additional-insured endorsement to the policy and reference it on the certificate, along with the required limits and any waiver of subrogation or primary & non-contributory wording.
How long is a certificate of insurance valid?
A certificate is a snapshot as of its issue date and reflects the policy's own effective and expiration dates. It is not a guarantee the coverage will stay in force — a policy can be cancelled or changed after the certificate is issued. Best practice is to re-request a current certificate each policy period and confirm the limits still meet your contract.
Quick glossary — COI terms
- Certificate of Insurance (COI)
- A one-page summary of an entity's coverage, issued as proof that policies are in force; confers no coverage.
- ACORD 25
- The standard industry certificate form for liability coverages.
- Certificate Holder
- The party the certificate is issued to — receives proof only, not coverage.
- Additional Insured
- A party added to the policy by endorsement who actually receives coverage and a defense.
- Description of Operations
- The certificate's notes box, sometimes used to reference endorsements on the policy.
- Evidence of Insurance
- What a certificate is — documentation that coverage exists, not a grant of coverage.