ACORD 25 Fillable PDF | Certificate of Liability Insurance
Certificate of Liability Insurance
The ACORD 25 Certificate of Liability Insurance is widely used to provide clear proof of commercial insurance coverage when requested.
Form Type: Certificate
Edition: 2016/03
Category: General Liability
Updated: January 2026
Download ACORD 25 Form
Free fillable PDF – Current edition
What is ACORD 25 Certificate of Liability Insurance?
ACORD 25 is the standardized Certificate of Liability Insurance – the most frequently requested and widely recognized insurance document in the United States. It serves as official evidence that an individual or business has specific types and amounts of insurance coverage in force.
This single-page form provides proof of:
- Commercial General Liability (CGL) coverage
- Automobile Liability insurance
- Umbrella/Excess Liability coverage
- Workers Compensation and Employers Liability
- Other insurance coverages as applicable
📊 Usage Statistics
Over 10 million certificates are issued every single day across the United States. It’s estimated that 90% of all commercial contracts require an ACORD 25 certificate before work can begin.
Purpose and Function
Common scenarios requiring log book replacement
- Proof of Coverage: Verifies that insurance policies exist and are currently active, showing specific policy numbers, coverage limits, and effective dates.
- Contract Compliance: Demonstrates that insurance requirements specified in contracts, leases, or permits are being met.
- Notification Tool: Certificate holders receive notice (typically 30 days) if policies are cancelled or materially changed.
- Documentation: Creates official record of insurance status at a specific point in time for regulatory, contractual, or legal purposes.
⚠️ Critical Understanding
The certificate itself does NOT provide insurance coverage. It is merely evidence that policies exist. The actual coverage, terms, conditions, and exclusions are determined by the policies themselves – NOT by what appears on the certificate.
When You Need ACORD 25 Form
Certificate of liability insurance are required in virtually every commercial business relationship where one party needs assurance that the other party has adequate insurance coverage.
Construction & Contracting
- General contractors requiring certificates from subcontractors
- Project owners requiring certificates from all contractors
- Bidding on construction projects
- Obtaining building permits
Commercial Real Estate
- Landlords requiring certificates from commercial tenants
- Property managers collecting certificates annually
- Lease agreement requirements
- Event venue insurance verification
Contracts & Vendors
- Client contracts requiring vendor insurance
- Service agreements with insurance requirements
- Vendor registration and qualification
- Purchase orders over certain dollar amounts
Government & Permits
- Business license applications
- Special event permits
- Government contract requirements
🚫 Consequences of Not Providing Certificates
- Removal from jobsites or projects
- Removal from jobsites or projects
- Business license suspension
- Lease violations and potential eviction
- Legal breach of contract claims
- Contract termination or non-award
Who Can Issue ACORD 25 Certificates?
ONLY the following authorized parties can legally issue certificates:
Licensed Insurance Agents
Agents who represent the insurance carrier and have written authority to bind coverage and issue certificates.
Licensed Insurance Brokers
Brokers who work on behalf of the insured but have authorization from the carrier to issue certificates.
Insurance Company Representatives
Direct employees of insurance carriers who are authorized to issue certificates for their company’s policies.
Authorized Producer Representatives
Licensed personnel working under supervision of licensed agents/brokers with specific authority.
❌ Who CANNOT Issue Certificates
Policyholders (insureds) cannot issue their own certificates. This is unauthorized practice of insurance and can result in:
- State insurance department fines ($5,000-$50,000 per violation)
- Criminal charges for unauthorized practice of insurance
- Policy cancellation by the insurance carrier
- Personal liability for fraudulent misrepresentation
- Breach of contract if self-issued certificates are discovered
How to Fill Out ACORD 25 – Step-by-Step
Before You Begin – Required Information
📋 Gather These Documents
- Current insurance policy declarations pages (all policies
- Policy numbers for GL, Auto, Umbrella, Workers Comp
- Coverage limits from policy declarations
- Effective and expiration dates for each policy
- Certificate holder’s complete legal name and address
- Additional insured endorsement numbers (if applicable)
Step 1: Producer Information (5 minutes)
- Enter agency name exactly as it appears on letterhead
- Provide complete mailing address including suite/unit
- List name of specific agent/CSR preparing certificate
- Include direct phone number with extension
- Provide professional email address
Step 2: Named Insured (2 minutes)
- Enter insured’s legal name EXACTLY as shown on policies
- Include legal entity designation (LLC, Inc, Corp, etc.)
- Provide complete business address
- Triple-check spelling and formatting match policies
Step 3: Insurers (5 minutes)
- List each insurance company providing coverage
- Use full legal company name (not marketing name)
- Include 5-digit NAIC number for each carrier
- Assign letters A-F to each carrier
Step 4: Coverage Section (15 minutes)
- Indicate which insurer provides each coverage (Letter A-F)
- Check Additional Insured/Subrogation boxes if applicable
- Enter exact policy numbers from declarations
- Policy effective date – Format MM/DD/YYYY
- Policy expiration date – Format MM/DD/YYYY
- Enter ALL coverage limits from policy declarations
Step 5: Certificate Holder (2 minutes)
- Enter certificate holder’s complete legal name
- Provide full mailing address
- Include attention line if needed
- Verify spelling and address accuracy
Step 6: Review and Sign (5 minutes)
✓ Final Checklist
- ☑ All policy numbers verified against actual policies
- ☑ All dates are current (policies haven’t expired)
- ☑ All coverage limits entered correctly
- ☑ Named insured matches policies exactly
- ☑ Additional insured endorsements referenced if required
- ☑ Certificate holder information complete and accurate
- ☑ Signed by authorized agent/broker
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Additional Insured vs Certificate Holder – Critical Differences
Certificate Holder
📋 What Certificate Holders GET:
✓ Verification that insurance policies exist
✓ Information about policy numbers, limits, dates
✓ Notice (typically 30 days) if policies cancel
✗ NO insurance coverage of any kind
✗ NO protection for their own negligence
Additional Insured
🛡️ What Additional Insureds GET:
✓ Right to make claims and receive defense
✓ Actual insurance coverage for claims against them
✓ Settlement or judgment payment up to policy limits
Requirements: Must be added via specific policy endorsement. Endorsement must be attached to policy. Cannot be created by certificate language alone.
Common Additional Insured Endorsements
|
Endorsement |
What It Covers |
|---|---|
|
CG 20 10 |
Owners, Lessees or Contractors – Ongoing operations only |
|
CG 20 37 |
Owners, Lessees or Contractors – Completed operations only |
|
CG 20 33 |
Automatic when required in construction agreement (blanket) |
|
CG 20 26 |
Designated Person or Organization (broad coverage) |
Legal Implications and Contract Requirements
The Certificate Disclaimer
This single-page form provides proof of:
- Commercial General Liability (CGL) coverage
- Automobile Liability insurance
- Umbrella/Excess Liability coverage
- Workers Compensation and Employers Liability
- Other insurance coverages as applicable
“THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.”
What This Means:
- “Information only” – Shows coverage exists but doesn’t create coverage
- “Confers no rights” – Certificate holder cannot enforce terms or make claims
- “Does not amend coverage” – Cannot change policy terms through certificate
Contract Requirements
Typical insurance clause example:
“Contractor shall maintain:
- Commercial General Liability: $1,000,000 per occurrence / $2,000,000 aggregate
- Automobile Liability: $1,000,000 combined single limit
- Workers Compensation: Statutory limits
- Owner shall be named as Additional Insured
- Contractor’s insurance shall be primary and non-contributory
- Waiver of subrogation in favor of Owner
- Provide certificates within 10 days of contract execution”
Penalties for Non-Compliance
|
Violation |
Potential Penalties |
|---|---|
|
Failing to provide certificate |
Contract breach, project removal, withheld payments |
|
Providing false certificate |
Contract termination, damages, criminal charges |
|
Letting coverage lapse |
Personal liability, contract breach, indemnity obligations |
|
Not adding required AI |
Indemnification triggered, lawsuit damages |
|
Issuing own certificates |
$5K-$50K+ fines, criminal charges, policy cancellation |
Frequently Asked Questions
How long does it take to get an ACORD 25 certificate?
Most insurance agents can issue certificates within 24-48 hours. Many agencies with online portals offer instant generation. For complex requests requiring endorsements, allow 5-7 business days.
How much does an ACORD 25 certificate cost?
The certificate itself is typically free or $0-$50. However, endorsements cost extra: Additional insured $50-$200/year, Waiver of subrogation $50-$150, Primary/non-contributory $100-$300.
Can I get a certificate if my policy has lapsed?
No. Licensed professionals cannot issue certificates for inactive policies. This would be fraudulent misrepresentation. You must reinstate coverage first.
Do I need a new certificate for every contract?
It depends. If additional insured status is required for specific work, you need separate certificates referencing each contract. Best practice: new certificate for each significant contract.
Can certificates be emailed or must they be original?
Electronic PDF certificates are now standard and widely accepted. Original wet-signature copies are rarely required anymore.
What’s the difference between occurrence and claims-made?
Occurrence: Covers incidents during policy period regardless of when claim is filed. Claims-Made: Covers only claims filed during policy period. If you let claims-made lapse, you lose coverage for all prior acts unless you buy expensive “tail” coverage.
How often should certificates be updated?
At minimum: Annually at renewal, when policies change carriers/limits, when requested by certificate holders, for new projects. Best practice: Proactively send updated certificates 30 days before renewal.
What happens if I provide an expired certificate?
Immediate contract breach. Potential work stoppage, project removal, lease violation, license suspension. If your actual policy has lapsed, you’re uninsured and personally liable for any incidents.
Do certificates need to be notarized?
No. Certificates do not require notarization. They must be signed by the authorized insurance agent/broker, but notary stamps are not needed or standard.
Can I use the same certificate for multiple certificate holders?
No. Each certificate holder needs their own certificate with their name/address in the Certificate Holder section. You cannot issue one certificate to multiple parties.
What if my limits don’t meet contract requirements?
Options: (1) Increase your limits with carrier, (2) Purchase umbrella coverage for additional limits, (3) Negotiate contract terms, (4) Don’t take the contract – operating without required insurance is breach.