What is a certificate of insurance?
A one-page summary of your business insurance, issued by your agent or insurer to someone who needs proof that you are covered. It names your business, the insurance companies, each policy's number, dates and limits, and the party asking for it, called the certificate holder. For liability coverage the form is ACORD 25, from ACORD, which develops standardized insurance forms. A certificate is evidence, not coverage: it cannot add anything to the policy. If the person asking needs to be an additional insured, the policy must have additional insured provisions or be endorsed before the certificate can show it, and a waiver of subrogation may need an endorsement too.
Updated . Written by Andre Beukers, principal at Redoubt, a commercial insurance agency in Salt Lake City, not a government office.
What is an ACORD 25?
ACORD 25 is ACORD's Certificate of Liability Insurance. ACORD describes its own work as "the development of electronic standards, standardized forms, and tools to support their use." The blank form carries its edition in the corner, "ACORD 25 (2016/03)." Its central statement is one sentence: it certifies "that the policies of insurance listed below have been issued to the insured named above for the policy period indicated."
Everything else on the page is a box a reviewer reads against their own requirement. Reading top to bottom:
- Producer: the agency or broker that issued it, with a contact name, phone and email
- Insured: your business's name and address as the policy shows them
- Insurers affording coverage: each insurance company, lettered A to F, with its NAIC number
- Coverages: one row per policy (general liability, auto, umbrella, workers' compensation), with the policy number, effective and expiration dates, and limits
- ADDL INSD and SUBR WVD: yes or no flags for additional insured and waiver of subrogation, which only report what the policy's endorsements already do
- Description of operations: the job, location or vehicles the certificate is for, with ACORD 101 attached if more room is needed
- Certificate holder: the name and address of the party asking for the certificate
- Cancellation and authorized representative: the notice language and the signature of the person who issued it
Does a certificate of insurance give the holder any coverage?
No. The top of ACORD 25 says the certificate "is issued as a matter of information only and confers no rights upon the certificate holder," and that it "does not affirmatively or negatively amend, extend or alter the coverage afforded by the policies below." A second box warns that if the holder is meant to be an additional insured, "the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed," and that a statement on the certificate "does not confer rights to the certificate holder in lieu of such endorsement(s)."
Some states put the same rule in statute. Utah's certificate act says a certificate "is not an insurance policy" and "may not confer to a certificate holder a right that is not provided by an insurance policy." Texas says a certificate "may not convey a contractual right to a certificate holder." Utah also makes the duty run both ways: the person asking may not knowingly require a certificate that contains false or misleading information, and the person issuing it may not knowingly prepare one that does or that purports to change the coverage.
In practice this means two different requests can look alike. Asking to be the certificate holder is a request for paperwork; the agency fills in the name and issues it. Asking to be an additional insured needs the policy to have additional insured provisions or an endorsement, a waiver of subrogation may need an endorsement, and notice of cancellation follows the policy, not the certificate. The cancellation box on ACORD 25 promises only that notice "will be delivered in accordance with the policy provisions." The certificate holder vs additional insured page in this guide covers the endorsements themselves.
Why is my customer asking for a certificate of insurance?
Because their contract or their property manager's rules tell them not to let work start without one. If you damage their property or injure someone on their site, they want to know a policy exists that can pay, with limits at least as high as they set, and they want it in writing before the first day.
Public buyers write the gate into their terms. The State of Utah's standard terms for goods and services contracts list workers' compensation, general liability and, if a vehicle is used, auto liability, and then say a certificate "showing up-to-date coverage, shall be on file with the State Entity before the Contract may commence." Failure to provide proof "will be deemed a material breach." Private owners do the same: a Fort Worth shopping center's requirements for service providers say "a correct and complete certificate must be on file in the property management office prior to any work being performed."
Read the request for three things before you call your agent: the limits it asks for, the exact name and address of the holder, and whether it asks for additional insured status, a waiver of subrogation, or attached endorsements. The first two your agent can answer from the policy you have. The third may need the carrier.
What is a vendor certificate of insurance?
It is the same document, named for who is giving it. When a property manager, retailer, school district or larger company buys from you, you are their vendor, and the certificate they ask for is an ACORD 25 with your business as the insured and them as the holder. Both requirement documents cited on this page ask for a certificate of insurance, not a special vendor form.
What changes is how much the buyer asks for. The Fort Worth center's requirements for service providers, for example, ask for additional insured status on the general liability, employer's liability and umbrella policies, and say the "additional insured and waiver of subrogation boxes should be checked for each policy and a copy of each endorsement should be attached to the certificate of insurance as evidence." The same sheet adds that the certificate "must have signature to be valid." A requirement like that is answered by the policy's endorsements, with the certificate reporting them.
The other direction matters too. When you hire a subcontractor or a vendor, it is worth collecting their certificate. The Hartford's guidance is short: "Before another company works for you, it's a good idea to request a COI."
What is a certificate of insurance request form?
The phrase covers two documents, and it helps to know which one you are holding.
The first comes from the party that wants the certificate. It is a requirements sheet: the holder's name and address, the limits, the lines of coverage, and the endorsements they expect. The Fort Worth center's sheet says "the following information is required on the certificate" and then lists it under headings such as insured, insurers affording coverage, additional insured, certificate holder and authorized representative. If you receive one, send it to your agent as it is. Retyping it from memory is how a holder name ends up a line off.
The second is the form you fill in to ask your insurer or agency to issue a certificate. Carriers with self-service portals build it into the account. The Hartford, for example, tells policyholders they can request a certificate "through your online account by completing the certificate of insurance form." When a request comes to Redoubt, these are the things we ask you to send with it:
- The holder's exact legal name and mailing address, copied from their request
- The requirement document itself: the contract exhibit, the requirements sheet, the purchase terms
- What the certificate is for: the project, location or contract, for the description box
- The date the holder needs it, and whether they want endorsements attached
How do I get a certificate of insurance?
Ask whoever services your policy. If you bought through an agency, that is the agency; if you bought direct, it is the carrier's portal or service line. Progressive Commercial puts it plainly: "To request a certificate of insurance, call 1-800-444-4487 to speak with an agent," and "COIs are provided to policyholders for free." Next says its policyholders get certificates "24/7 at no additional cost." The Hartford says you "can also request a COI through your insurance agent or broker."
You need a policy first. A certificate reports coverage that is in force; there is nothing to certify from a quote or an application. If you do not have the coverage the request asks for, the first step is binding a policy, and the holder's requirement belongs in that application so the policy is written with the right endorsements on it.
Know who can issue. On some placements the wholesaler or managing general agent that wrote the policy does not issue certificates at all. One told Redoubt, "As the MGA, we do not provide COI's. These would need to come directly from the agency office." If your agent cannot say who issues on your policy, that is the first thing to settle. Naming a holder changes nothing in the policy, since the certificate confers no rights on the holder; in Redoubt's experience, markets add holders once the policy is bound. Anything that changes the policy waits on the carrier. Timing is covered on the same-day certificate page in this guide.
Is a certificate of insurance the same as an insurance policy?
No. The policy is the contract between your business and the insurer. The certificate is a summary of it for someone else, and both ACORD 25 and Utah's statute say it does not change the policy.
Can I fill out an ACORD 25 myself?
Not as a substitute for your agent's. The form is signed by an authorized representative of the agency or insurer, and Utah bars anyone from knowingly preparing a certificate with false or misleading information. Send the holder's request to your agent or use your carrier's portal.
How long does a certificate of insurance take?
Progressive Commercial says a policyholder can usually get one within a day or two, and Next says its policyholders can create certificates 24/7. When the request needs an endorsement, the carrier's timeline controls.
Where these answers come from
Each entry carries the exact words of the source so you can check it yourself. Forms and statutes change; read the current version before acting.
- 1. ACORD, home page, description of the organization
“ACORD facilitates fast, accurate data exchange and more efficient workflows through the development of electronic standards, standardized forms, and tools to support their use.”
acord.org, accessed October 3, 2026 - 2. ACORD 25 (2016/03), Certificate of Liability Insurance, blank form hosted by the New York Department of Financial Services, coverages box
“THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.”
dfs.ny.gov, accessed October 3, 2026. The edition printed on the form is ACORD 25 (2016/03). Field labels in the section bullets (Producer, Insured, Insurer(s) affording coverage, NAIC #, ADDL INSD, SUBR WVD, Certificate holder, Authorized representative) are read from the same blank. - 3. ACORD 25 (2016/03), description of operations box
“DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)”
dfs.ny.gov, accessed October 3, 2026 - 4. ACORD 25 (2016/03), the disclaimer at the top of the form
“THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.”
dfs.ny.gov, accessed October 3, 2026 - 5. ACORD 25 (2016/03), the additional insured and waiver notice
“IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).”
dfs.ny.gov, accessed October 3, 2026 - 6. ACORD 25 (2016/03), the cancellation box
“SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.”
dfs.ny.gov, accessed October 3, 2026 - 7. Utah Code 31A-22-1704, Scope of certificate of insurance
“A certificate of insurance is not an insurance policy and does not affirmatively or negatively amend, extend, or alter the coverage afforded by an insurance policy to which a certificate of insurance refers.”
le.utah.gov, accessed October 3, 2026. Subsection (2) of the same section: a certificate "may not confer to a certificate holder a right that is not provided by an insurance policy to which the certificate of insurance refers." - 8. Utah Code 31A-22-1705(1), False or misleading practices
“may not knowingly request or require the issuance of a certificate of insurance from an insurer, insurance producer, or policyholder that contains false or misleading information concerning an insurance policy to which the certificate of insurance refers.”
le.utah.gov, accessed October 3, 2026 - 9. Utah Code 31A-22-1705(2), False or misleading practices
“A person may not knowingly prepare or issue a certificate of insurance that: (a) contains false or misleading information; or (b) purports to affirmatively or negatively alter, amend, or extend the coverage provided by an insurance policy to which the certificate of insurance refers.”
le.utah.gov, accessed October 3, 2026 - 10. Texas Insurance Code 1811.051(b), Texas Legislature statutes text (Chapter 1811)
“A certificate of insurance or any other type of document may not convey a contractual right to a certificate holder.”
tcss.legis.texas.gov, accessed October 3, 2026. Subsection (b). Pulled from the Legislature's statute content host behind statutes.capitol.texas.gov, whose page shell does not return the text to curl. - 11. Utah Division of Purchasing, Attachment A, State of Utah Agency Standard Terms and Conditions for Goods and/or Services, art. 18
“Certificate of Insurance, showing up-to-date coverage, shall be on file with the State Entity before the Contract may commence. The State reserves the right to require higher or lower insurance limits where warranted. Failure to provide proof of insurance as required will be deemed a material breach of this Contract.”
purchasing.utah.gov, accessed October 3, 2026 - 12. Vestar, West 7th (Fort Worth), Certificate of Insurance Requirements for Service Providers
“A Certificate of Insurance is required to perform services within the shopping center property. A correct and complete certificate must be on file in the property management office prior to any work being performed.”
res-2.cloudinary.com, accessed October 3, 2026. Undated one-page requirements sheet. - 13. Vestar, West 7th (Fort Worth), Certificate of Insurance Requirements for Service Providers, opening
“A correct and complete certificate must be on file in the property management office prior to any work being performed. The following information is required on the certificate:”
res-2.cloudinary.com, accessed October 3, 2026 - 14. Vestar, West 7th (Fort Worth), Certificate of Insurance Requirements for Service Providers, additional insured
“Additional insured and waiver of subrogation boxes should be checked for each policy and a copy of each endorsement should be attached to the certificate of insurance as evidence.”
res-2.cloudinary.com, accessed October 3, 2026 - 15. Vestar, West 7th (Fort Worth), Certificate of Insurance Requirements for Service Providers, additional insured status
“Please provide Additional Insured status applicable to the general liability, employer’s liability and umbrella/excess liability policies.”
res-2.cloudinary.com, accessed October 3, 2026 - 16. Vestar, West 7th (Fort Worth), Certificate of Insurance Requirements for Service Providers, authorized representative box
“Authorized Representative Must have signature to be valid”
res-2.cloudinary.com, accessed October 3, 2026. A box label followed by the line under it. - 17. Progressive Commercial, Certificate of insurance, how to request
“To request a certificate of insurance, call 1-800-444-4487 to speak with an agent.”
progressivecommercial.com, accessed October 3, 2026 - 18. Progressive Commercial, Certificate of insurance, FAQ on cost and timing
“COIs are provided to policyholders for free.”
progressivecommercial.com, accessed October 3, 2026. The answer to the page's FAQ on cost. The next FAQ answer reads "You can usually get a COI from your insurer within a day or two." - 19. Next Insurance, Live Certificate page
“ERGO NEXT Insurance policyholders get unlimited access to customized COIs 24/7 at no additional cost.”
nextinsurance.com, accessed October 3, 2026. A carrier's statement about its own portal. - 20. The Hartford, Certificate of insurance
“If your client requests a COI, you can get one from your insurance company.”
thehartford.com, accessed October 3, 2026 - 21. The Hartford, Certificate of insurance, on hiring other companies
“Before another company works for you, it’s a good idea to request a COI.”
thehartford.com, accessed October 3, 2026 - 22. The Hartford, Certificate of insurance, how policyholders request one
“If you are a policyholder with The Hartford, you can request a Certificate of Insurance (COI) through your online account by completing the certificate of insurance form.”
thehartford.com, accessed October 3, 2026 - 23. The Hartford, Certificate of insurance, requesting through an agent
“You can also request a COI through your insurance agent or broker.”
thehartford.com, accessed October 3, 2026 - 24. Redoubt, General liability insurance, contracts and certificates
“Translate each phrase before promising anything, because a certificate cannot deliver a right that the policy does not already provide.”
www.redoubt.insure, accessed October 3, 2026 - 25. Redoubt, Painting contractor insurance, FAQ on how fast a certificate can be issued
“It depends on the carrier and whether the requested coverage is already in place. Send the requirement and the deadline together so the real constraint is clear immediately.”
www.redoubt.insure, accessed October 3, 2026 - 26. Smart Choice to Redoubt, email thread, 2026-07-17 (docs/coi/moments/_shared.md B1.5)
“Certificate holders do not need to be endorsed and you can add them once the policy is bound when we issue the Master COI.”
Redoubt agency records, accessed July 17, 2026 - 27. Pathpoint to Redoubt, email thread, 2026-08-21 (docs/coi/moments/_shared.md B9)
“As the MGA, we do not provide COI's. These would need to come directly from the agency office.”
Redoubt agency records, accessed August 21, 2026
A customer, GC or vendor program wants a certificate before work starts
What the certificate is, who the holder and additional insured are, and what contractors are asked for.
Elsewhere on the site
Got a certificate request you are not sure about?
Send Redoubt the request exactly as you received it, with the holder's name and address and the date it is due. We will read it against your policy and tell you what can go out as it stands and what needs the carrier first.
This is general insurance information, not legal advice or a coverage determination. The policy forms, the endorsements the carrier issues, and the holder’s written requirement control.