Certificate of Insurance: A Comprehensive Guide

Updated June 2026 · Reviewed by the Eduyush editorial team

What is a Certificate of Insurance?

The COI is used as proof of insurance. It is not a substitute for the full policy — it only confirms that coverage exists at the time of issue. Here is what a standard COI shows:

Not sure which certificate applies to you? See our guide on types of certificates of insurance.

Who issues a certificate of insurance?

A COI is issued by your insurance company or a licensed insurance agent or broker — never by the certificate holder, and never by ACORD. ACORD only creates and maintains the standardised form; it does not sell insurance or issue certificates. Think of ACORD as the body that designs the template, while your insurer or agent fills it in and signs it based on the policies you actually hold. If someone hands you a COI they prepared themselves rather than one issued by their insurer or agent, treat it with caution and verify it directly with the insurer.

Who needs a certificate of insurance?

People often search "do I need a certificate of insurance?" rather than "what is a COI." You typically need one if you fall into any of these groups:

• Contractors and subcontractors — to win and start project work.
• Freelancers and consultants — when clients require proof of liability cover.
• Vendors and suppliers — to meet supplier or procurement requirements.
• Tenants — commercial and residential landlords often require one before a lease.
• Event organisers — venues usually require proof of liability cover for an event.
• Property managers — to collect and track COIs from every vendor on site.

Use this quick decision guide:

Certificate of insurance vs the insurance policy

This is the most common point of confusion. The two documents are related but do very different jobs.

For a deeper breakdown, read certificate of insurance vs liability policy.

Certificate of insurance vs proof of insurance

People also confuse a COI with a proof-of-insurance card. They are not the same thing.

Certificate of insurance example

Here is a simplified example of what the key fields on a COI might look like in practice:

Key components of a COI

Named insured

The named insured is the policyholder. Make sure it exactly matches the entity you are contracting with — if you hire a subcontractor, the company name on the COI should match the name in your contract.

Types of coverage

Need a more specialised cover such as cyber? See our cyber insurance guide.

Policy limits

Policy limits define the maximum the insurer will pay for a claim. Always verify the limits meet your contractual obligations and are enough to cover realistic risks.

Effective and expiration dates

Effective dates show when coverage starts and expiration dates show when it ends. Ensure the dates span your project timeline, and never accept a COI with coverage that has already lapsed.

How to request a COI

Request a COI through your insurer or agent — most offer an online portal that issues one the same business day. You will usually need your policy number, the coverage type required, and the certificate holder's correct name and address, plus any endorsements (such as additional insured) the contract requires.

In the US this is generated on the ACORD 25 form, whose current version is 2025/12. For an overview of the wider family of forms — including the property-insurance certificates ACORD 27 (evidence of property) and ACORD 28 (evidence of commercial property), which are used for property rather than liability — see what are ACORD insurance forms.

How to read and verify a COI

Common errors to watch for include incorrect policy numbers, outdated expiration dates, and missing additional-insured details. If you spot a discrepancy, request a corrected COI from the insurer immediately. To avoid the most frequent slip-ups, read top mistakes in certificate of insurance.

Understanding additional insureds

An additional insured is a person or entity added to a policy so they receive coverage for claims related to the policyholder's operations. Landlords, for example, often require tenants to name them as additional insureds.

Cancellation notice on a COI

Many people assume a COI guarantees they will be told in advance if the policy is cancelled. It does not.

Common certificate of insurance mistakes

• ⚠
  Accepting expired certificates

  Always confirm the coverage dates are current.

• ⚠
  Not verifying policy limits

  Confirm limits meet your contract's minimums.

• ⚠
  Assuming a COI guarantees coverage

  It only confirms a policy existed at issue.

• ⚠
  Ignoring additional insured requirements

  Confirm the endorsement exists, not just a note on the COI.

• ⚠
  Failing to track renewals

  Set reminders before each certificate expires.

• ⚠
  Accepting mismatched business names

  The named insured must match the contracting entity exactly.

Each of these is covered in depth in top mistakes in certificate of insurance.

Digital COIs and COI tracking

Many businesses now manage certificates digitally rather than on paper. Digital COIs are easier to share, store securely, and track for renewals. The main advantages are instant access for audits or client requests, encrypted storage, and automated reminders before coverage expires — especially useful if you collect certificates from many vendors or subcontractors.

Best practices for COI management

• Request COIs annually from every active contractor, subcontractor, and vendor.
• Never allow work to begin without a current COI on file.
• For contractor relationships, require additional insured status — confirmed by endorsement, not just the certificate.
• Check that policy limits meet or exceed your contract's minimum requirements.
• Track expiration dates and set renewal reminders so no certificate lapses unnoticed.
• Keep certificates in secure, organised digital storage for fast retrieval during audits.

Frequently asked questions

Why COI management matters for your business

Reviewing your certificates regularly, confirming coverage limits and endorsements, and tracking expirations protect your business from unforeseen liabilities. Effective COI management is about more than meeting contract requirements — it safeguards your company's long-term stability.