ACORD 25 Certificate of Insurance: How to Read, Verify, and Fill It Out

The ACORD 25 form is the most common document you'll encounter when verifying vendor insurance. If you're a property manager, general contractor, or business owner who reviews certificates of insurance, the ACORD 25 is the form you'll see in your inbox, every single day.

But reading an ACORD 25 isn't as simple as glancing at a one-pager. Each section contains specific data that determines whether a vendor is properly insured or leaving you exposed. This guide walks through every section of the ACORD 25, how to verify it, common mistakes to watch for, and where to get a fillable template.

What Is the ACORD 25 Form?

The ACORD 25, formally titled "Certificate of Liability Insurance", is the industry-standard certificate of insurance form used across the United States. It was introduced by ACORD (Association for Cooperative Operations Research and Development) in 1970 and has been the default COI form for over 50 years. It is accepted by virtually all businesses, property owners, and government entities as proof of insurance coverage.

An ACORD 25 summarizes a vendor's active insurance policies in a standardized format. It lists the types of coverage the vendor carries, policy numbers, effective dates, expiration dates, coverage limits, and the certificate holder. Insurance agents issue it to their clients on demand, typically within 24-48 hours.

Important: the ACORD 25 is a summary, not a policy. It does not amend, extend, or alter the terms of the underlying insurance contract. To verify modifications like additional insured status or waiver of subrogation, you must request the actual policy endorsements.

ACORD 25 Form Sections Explained

Every ACORD 25 follows the same layout. Here's what each section contains and what to look for when reviewing one:

PRODUCER Section

The PRODUCER block (top-left of the form) contains the name, address, and contact information of the insurance agent or broker who issued the certificate. This is the person or agency you contact if you need a revised COI, additional endorsements, or clarification on coverage. Verify the producer is a licensed agent, not an office assistant without insurance authority.

INSURED Section

The INSURED block lists the name and mailing address of the vendor or contractor being insured. This must match the legal business name on the vendor's contract and W-9. A mismatch here is a red flag, it could mean the COI belongs to a different entity entirely. Always cross-reference the insured name with the signed contract.

INSURER(S) AFFORDING COVERAGE Section

This section lists each insurance company providing coverage, identified by a letter (Insurer A, Insurer B, etc.). Each letter maps to a specific coverage type in the COVERAGES section below. For example, if General Liability is marked "X" under Insurer A, then Insurer A is the company providing general liability coverage. Verify each insurer is rated A- or better by A.M. Best, a carrier with a lower rating may not have the financial stability to pay claims.

COVERAGES Section, The Core of the Form

The COVERAGES section is where you'll spend most of your time. It lists each type of insurance the vendor carries, identified by checkboxes. The five standard coverage types on the ACORD 25 are:

General Liability

Check for a marked box in the GENERAL LIABILITY row. Standard limits are $1,000,000 per occurrence and $2,000,000 aggregate. Verify the policy number, effective date, and expiration date. Confirm the limits meet your requirements, some contracts require $2M/$4M or higher. Check for products/completed operations aggregate and personal & advertising injury limits.

Automobile Liability

The AUTOMOBILE LIABILITY section covers vehicles owned, hired, or used by the vendor. Verify the combined single limit (typically $1,000,000) is sufficient. Check whether the coverage applies to "Any Auto" (most protective), "Scheduled Autos" (only listed vehicles), or "Hired & Non-Owned" (for vendors who use personal vehicles for business).

Umbrella / Excess Liability

Umbrella coverage sits above the primary general liability and auto liability policies. Standard limits range from $1,000,000 to $10,000,000. Check whether the umbrella follows form (matches the underlying coverage) and whether it extends to additional insureds. If the vendor doesn't carry umbrella coverage and a claim exceeds the primary limit, you may be exposed.

Workers' Compensation

Workers' compensation coverage is mandatory in most states for any vendor with employees. Verify statutory limits are listed. Check whether the vendor has marked "any proprietor/partner/executive officer excluded", if employees are excluded, the vendor's staff may not be covered for workplace injuries, and you could face liability.

Other

The OTHER row is used for specialty coverages like pollution liability, professional liability (errors & omissions), cyber liability, employment practices liability, or builder's risk. If your contract requires specialty coverage, confirm it appears here with valid dates and limits.

For every coverage type, verify five data points: the insurer letter (matching the INSURER section above), the policy number, the effective date, the expiration date, and the coverage limits. Missing any of these is a compliance gap.

DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES Section

This free-text section is where important endorsements live. Look for:

• Additional insured language. It should state your organization's legal name and that you are named as additional insured, ideally with language like "as respects operations performed by the named insured" or "per written contract."
• Waiver of subrogation. If your contract requires it, the waiver of subrogation endorsement should be noted here, specifying the applicable policy.
• Project-specific references. For construction projects, this section should reference the project name, location, and duration of work.
• Primary and non-contributory language. This confirms the vendor's insurance is primary and will not seek contribution from your own policy.

CERTIFICATE HOLDER Section

The CERTIFICATE HOLDER block (bottom-left of the form) lists the entity the COI is being sent to, that's you. Verify your organization's full legal name and correct mailing address are listed. If the certificate holder name doesn't match your entity, the COI was issued to the wrong party and you may not receive notice of cancellation.

CANCELLATION Section

This section states whether the insurer will provide notice of cancellation to the certificate holder. The standard language reads: "Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions." This means you'll receive written notice, typically 30 days for non-payment, 10 days for other reasons. If this section is blank or struck through, you lose your right to cancellation notice.

AUTHORIZED REPRESENTATIVE Signature

The form must be signed by an authorized representative of the producer (the insurance agent or broker). An unsigned ACORD 25 is not valid. Verify the signature is present and dated. A digitally signed PDF is acceptable; a typed name without a signature is not.

How to Verify an ACORD 25 Form

Follow this 10-point checklist every time you receive an ACORD 25:

1. Check the insured name. Does it match the vendor's legal business name on their contract and W-9?
2. Check the certificate holder. Is your organization's correct legal name and address listed?
3. Check coverage types. Are general liability, auto liability, workers' compensation, and any required specialty coverages all checked?
4. Check coverage limits. Do the limits meet or exceed your contract requirements?
5. Check effective and expiration dates. Is the policy active? When does it expire? Is there a gap between the prior policy and this one?
6. Check the additional insured endorsement. Is it noted in the Description of Operations section? (And better yet, do you have a copy of the endorsement itself?)
7. Check the insurer rating. Is each insurance company rated A- or better by A.M. Best?
8. Check the signature. Is the form signed and dated by an authorized representative?
9. Check cancellation notice. Is the cancellation section filled out so you'll be notified if the policy is cancelled?
10. Check policy numbers. Write them down. If you need to file a claim, you'll need the policy number immediately.

Common ACORD 25 Mistakes

After reviewing thousands of certificates, these are the errors vendors and agents make most often:

• Wrong certificate holder. The COI is issued to a different entity, a previous client, the wrong department, or an outdated address. Always check this first.
• Missing additional insured endorsement. The certificate lists coverage but the Description of Operations section is blank or missing the additional insured language. Without this, the COI provides no protection to your organization.
• Expired policies. The effective or expiration dates show the policy is no longer active. Vendors sometimes send last year's COI by mistake.
• Insufficient limits. The vendor carries $500,000 general liability but your contract requires $1,000,000. Always cross-reference limits with your requirements.
• Wrong named insured. The vendor operates under a DBA or subsidiary, but the insured name on the COI is the parent company or a different entity entirely.
• Blank Description of Operations. This section should list additional insured status, waiver of subrogation, and project details. A blank section is a red flag.
• Missing workers' compensation. The vendor has employees but workers' comp is not checked. This is a serious exposure, if a worker is injured on your property, you could be liable.
• Unsigned form. An ACORD 25 without a producer signature is incomplete. Do not accept unsigned certificates.
• Wrong dates. The policy effective date is in the future, the expiration date is past, or dates are typed incorrectly (e.g., 2023 instead of 2026).
• Illegible forms. Scanned, faxed, or photographed certificates where text is unreadable. If you can't read the limits, you can't verify compliance.

app.coifile.com

ACORD 25 vs Other ACORD Forms

The ACORD 25 is one of several ACORD certificate forms. Knowing which form you need, and which one you're looking at, avoids confusion and compliance gaps:

• ACORD 25 (Certificate of Liability Insurance). Covers general liability, auto liability, umbrella/excess, workers' compensation, and other liability coverages. This is the form you need when hiring vendors, contractors, or tenants. Most common.
• ACORD 27 (Evidence of Property Insurance). Covers buildings, business personal property, business income, and equipment breakdown. Use this when you need proof a tenant or borrower has property coverage, not liability. Common in commercial real estate and lending.
• ACORD 28 (Evidence of Commercial Property Insurance). Similar to ACORD 27 but with additional commercial property details. Used for larger commercial properties with complex coverage structures. Less common than ACORD 25 and ACORD 27.

For vendor verification, the ACORD 25 is almost always the right form. If you're tracking only liability coverage, ACORD 25 is all you need. If you also need to verify the vendor's own property insurance (e.g., tools, equipment, or inventory stored on your site), request an ACORD 27 in addition to the ACORD 25.

Get a Fillable ACORD 25 Template

Need to fill out or practice with an ACORD 25? We provide a free fillable ACORD 25 template with editable fields for every section of the form, producer, insured, coverages, limits, description of operations, certificate holder, and cancellation notice.

The template is available on our templates page. It's free with email registration and includes instructions for each field. Whether you're a vendor filling out the form for the first time or an insurance professional who needs a clean copy, the template covers what you need.

Note: the fillable template is for reference and educational use. Certificate holders should always verify coverage directly with the issuing insurer.

Sources & Further Reading

• ACORD, The official provider of the ACORD 25 form. acord.org/standards-architecture/acord-forms
• International Risk Management Institute (IRMI), Expert analysis on certificate of insurance verification, additional insured requirements, and contractual risk transfer. irmi.com
• NAIC, National Association of Insurance Commissioners. Model legislation and regulatory guidance on certificates of insurance. content.naic.org

Frequently Asked Questions

Related Resources

• Certificate of Insurance: The Complete Guide, everything you need to know about COIs, from basics to advanced verification
• COI Compliance Guide, how to define insurance requirements, enforce compliance, and avoid liability gaps
• COI Templates, free fillable ACORD 25, ACORD 27, and ACORD 28 templates
• COI Tracking Software, automate ACORD 25 reading, compliance checking, and expiration alerts