A certificate of insurance (COI) is a one-page document, usually on an ACORD 25 form, that summarizes the insurance a vendor or tenant carries: insurer, policy numbers, coverage types, limits, and dates. It is evidence that a policy existed when the certificate was issued, not a contract and not a guarantee of coverage.
A certificate of insurance is the document every commercial building collects and almost nobody reads closely. A broker fills it in from the policy, sends it to the vendor or tenant, and the vendor forwards it to the property manager. From then on it sits in a folder until something goes wrong.
What a COI shows
The standard liability certificate in the United States is the ACORD 25, a form maintained by ACORD, the insurance industry's standards body; Canadian brokers often issue the equivalent CSIO certificate. Whatever the layout, a certificate carries the same fields: the producer (broker), the named insured, the insurers, each coverage with its policy number, effective and expiration dates, limits per occurrence and in aggregate, a description of operations box, and the certificate holder. A definition from IRMI puts it plainly: it is evidence of insurance, issued to provide information, and it does not confer rights on the holder.
What a COI does not prove
Three gaps matter to a property manager. First, the certificate reflects the policy on the day it was issued; it says nothing about a cancellation the following week. Second, the description box often claims endorsements ("certificate holder is additional insured") that only exist if an endorsement is attached to the policy. Third, limits on the certificate are the policy limits, which may already be eroded by other claims against an aggregate.
The practical reading rule: trust the dates and policy numbers, verify the endorsements, and treat the description box as a claim to be checked, not a fact.
How property managers use COIs
Leases and vendor contracts set minimum coverage. The certificate is how the building confirms a tenant or vendor met the minimum before the keys or the work order are handed over, and how it confirms they still meet it a year later. That second part is where the work is: every certificate expires, and the renewal has to be requested, received, and re-reviewed. The articles below cover the tracking side, from spreadsheets to dedicated software to a managed service.
Related terms
Frequently asked questions
Who issues a certificate of insurance?
The insured party's broker or agent issues it, on behalf of the insurer, at the request of the insured. The building owner or manager who asks for it is listed as the certificate holder. The holder cannot change the certificate; only the producer can reissue it.
Is a COI the same as an insurance policy?
No. The certificate is a summary prepared by the broker. The policy and its endorsements are the contract. If the certificate says a party is an additional insured but no endorsement exists, there is no additional insured coverage: the policy and its endorsements control. That is why careful reviewers ask for endorsement copies alongside the certificate.
How long is a certificate of insurance valid?
A certificate has no validity period of its own. It reflects the policy dates printed on it, and a policy can be cancelled after the certificate is issued. Most property managers treat the earliest expiration date on the certificate as the date to chase a renewal.
What should a property manager check on a COI?
The named insured matches the vendor or tenant on the contract, limits meet the lease or contract minimum, the policy dates cover the work period, the certificate holder is the correct legal entity, and the required endorsements (additional insured, primary and non-contributory, waiver of subrogation) are actually attached.