Certificate of insurance (COI) review checklist

How to use it

Keep the certificate and your contract's insurance section open. Answer the questions; each answer becomes a pass or a flag on the right, and dates are measured against today's date on your device. Nothing is stored, and Print makes a copy for the file.

The certificate. Answer yes, no or not sure to:

• The named insured matches the company you contracted with. Compare the exact legal name; a sister company or a DBA is not the same insured.
• You are the certificate holder, with the correct name and address.
• The description of operations names your project, location or contract.

Policies, dates and limits. For each of general liability, auto, workers' comp and employers liability, umbrella or excess, and one "other," enter the policy expiration date, the limit shown on the certificate and the limit your contract requires. Leave the required limit blank to skip the limit test for that row.

Endorsements. Answer yes, no or not sure to:

• The additional insured box (ADDL INSD) is marked for the policies your contract requires.
• A copy of the additional insured endorsement is attached. The box alone does not make you an additional insured; the endorsement does.
• Waiver of subrogation is marked (SUBR WVD) and the endorsement is attached.
• Primary and noncontributory wording appears, with the endorsement, if your contract requires it.
• The agent or broker who issued it is listed with contact details, so you can verify.

Insurer ratings. Pick the lowest AM Best rating you accept (A- is preselected) and type the ratings of up to three insurers listed on the certificate.

The math

There is no formula. Each item is tested:

• A "yes" passes. A "no" or "not sure" is flagged; "not sure" adds a reminder to ask the agent. An unanswered question stays on the list as something still to check.
• Expiration: if the date has passed, the row is flagged and says how many days ago it expired. With 30 days or fewer left, it is marked to check, with a prompt to ask for the renewal certificate. Beyond 30 days it passes.
• Limits: the limit shown passes if it is at least the one you require. If none is shown, it is flagged.
• Ratings: passes if the grade is at or above your minimum on the AM Best scale (A++, A+, A, A-, B++, B+, B). A grade the tool does not recognize is marked to check.

The big number is the count of flags, with the passes and open items beside it.

Hypothetical: a vendor's certificate shows general liability of $1,000,000 against your $2,000,000 requirement, the additional insured box ticked but no endorsement attached, and an umbrella that expired 12 days ago. The checklist shows three flags before it reaches ratings.

Assumptions and limits

A certificate is evidence of insurance on the day it was issued. The ACORD 25 says so itself: it is issued for information only, gives the holder no rights and does not amend, extend or alter the policies. What protects you is the endorsements, which is why the checklist keeps asking for them.

• Not verification. The tool cannot confirm that the policy exists or has not been cancelled. Call the agent or insurer listed.
• No endorsement reading. The checklist asks whether wording is present, not whether it is adequate. An attorney or broker should read a blanket additional insured endorsement for its scope.
• Dates. It tests the expiration printed on the certificate, measured against your device clock. A policy can be cancelled before then, and the certificate will not tell you. See certificates of insurance: what they prove and what they do not.
• Insurer rating. Ratings are what you type; look them up with AM Best or the insurer. See AM Best ratings explained for business buyers.

Track expiration dates and request renewal certificates before policies lapse. For tracking at volume, see Certificate tracking software and digital COIs. Compare what a certificate shows with what your contract asks for using the contract insurance requirements checker, and read managing subcontractor insurance and certificates.