How to fill out an ACORD 25 (and who's allowed to)
You won't fill out an ACORD 25 yourself unless you're an insurance agent. The producer, meaning the agent or broker, issues it. But whether you're the sub requesting one or the GC reviewing it, knowing what each box should contain saves days of back-and-forth.
Here's a box-by-box guide to the ACORD 25 (2016/03 edition, the one most agents use), plus a ready-to-send request template. For what to check once you receive one, see how to read an ACORD 25.
Who's allowed to complete it
- The producer (agent or broker) completes and signs it as the authorized representative.
- The insurer can also issue it directly.
- The insured business cannot. Editing a certificate yourself, even to fix a typo in the holder's name, is generally prohibited. Many states have certificate of insurance laws that ban altering certificates or issuing ones that misstate coverage.
If something on a certificate is wrong, ask the agent for a corrected one.
Box by box
Date (MM/DD/YYYY). The date the certificate was issued, top right. It's not the policy date.
Producer. The agency's name, address, contact name, phone and email. This is who the certificate holder calls with questions.
Insured. The named insured's exact legal name and address, as it appears on the policy. This should match the business that signed your contract, not a DBA or an owner's personal name unless the policy is written that way.
Insurers affecting coverage (A–F). Each carrier's legal name and NAIC number. Each coverage row refers to one of these letters.
Certificate number and revision number. Agency tracking numbers. Optional for most holders.
Coverages. One row per policy type:
| Column | What goes there |
|---|---|
| INSR LTR | The insurer letter (A–F) for that policy |
| Type of insurance | GL (occurrence or claims-made), auto (any auto, owned, hired, non-owned), umbrella/excess, workers' comp/EL, or other |
| ADDL INSD | "Y" if the certificate holder is an additional insured on that policy |
| SUBR WVD | "Y" if the insurer has waived subrogation in the holder's favor |
| Policy number | The policy number |
| Policy eff / exp | Effective and expiration dates |
| Limits | The policy's limits, such as each occurrence, general aggregate, products-completed operations aggregate, combined single limit, or EL each accident |
On the workers' comp row there's also a Y/N question: any proprietor, partner, executive officer or member excluded? If "Y", details go in Description of Operations.
Description of operations / locations / vehicles. Free text, with the ACORD 101 Additional Remarks Schedule if more space is needed. Typical entries:
- "Re: Job #2214, 400 Main Street, Springfield."
- "Certificate holder is included as additional insured on GL and auto when required by written contract."
- "Waiver of subrogation applies on GL and WC in favor of the certificate holder per written contract."
- "Umbrella follows form over GL, auto and EL."
Certificate holder. The requesting company's legal name and mailing address, exactly as they asked for it.
Cancellation. Standard pre-printed language: notice will be delivered "in accordance with the policy provisions." The agent shouldn't promise more notice than the policy provides.
Authorized representative. The producer's signature.
A request template for subs
Send your agent everything at once and you'll usually get the certificate the same day:
Hi [agent], please issue an ACORD 25 to:
Certificate holder: [GC's legal name, address]
Project: [name / address / job number]
Requirements from the subcontract:
- GL $1M each occurrence / $2M aggregate, holder as additional insured (ongoing and completed operations), primary and non-contributory
- Auto $1M CSL, holder as additional insured
- Umbrella $5M following form
- Workers' comp statutory / EL $1M / $1M / $1M
- Waiver of subrogation on GL, auto and WC in favor of the holder
Please attach the AI and waiver endorsements. Thanks!
Need the requirements text itself? The subcontractor insurance requirements generator writes it by trade and project size, and drafts the COI request email for you.
Common mistakes that get certificates rejected
- Holder name doesn't match the contract. "ABC Builders" vs. "ABC Builders Group, LLC."
- ADDL INSD marked, but the endorsement isn't on the policy. The box describes the policy. It doesn't change it.
- Expired policy. Agents sometimes reuse an old template after a renewal.
- Missing waiver on workers' comp. It's the most frequently missed line.
- Limits below the contract. Especially the umbrella, or the products-completed operations aggregate.
You can run any certificate through the free ACORD 25 checker to catch these before sending it, or before accepting one.
On the receiving end
If you're the GC or property manager, the hard part isn't one certificate. It's keeping 50 or 500 of them current. Certy gives every vendor a private upload link, reads each ACORD 25 as it comes in, flags anything that doesn't match your requirements, and asks for renewals before they lapse.
ACORD and ACORD 25 are trademarks of ACORD Corporation. Certy isn't affiliated with ACORD. This article is general information, not legal or insurance advice.
Frequently asked questions
Who fills out an ACORD 25?
The insurance agent or broker (the producer), or the insurer. The insured business shouldn't complete or edit its own certificate, and many states have laws against altering certificates or issuing ones that misstate coverage.
Can I edit my own certificate of insurance?
No. Changing names, limits or dates on a certificate is generally prohibited and can be treated as fraud. Ask your agent to issue a new certificate, which most agents can do the same day.
How long does it take to get an ACORD 25?
Often minutes to a day. Many agencies have online portals that let insureds request certificates for new certificate holders. Endorsements, such as additional insured or waiver of subrogation, can take longer if they aren't already on the policy.
What goes in the Description of Operations box?
Project names or addresses, vehicle details, and notes about endorsements, such as 'Certificate holder is additional insured on GL per written contract'. Keep it factual. The box can't add coverage that the policy doesn't have.