What Is a Certificate of Insurance (COI)?
A COI proves your business has coverage. Here's what it shows, what it doesn't, what "additional insured" means, and how to request one in Ohio or West Virginia.
Policy Scout · Licensed in Ohio & West Virginia 7 min read
Ranger's quick take
- A COI proves coverage exists. It does not change, extend, or add coverage.
- Being the certificate holder only means you receive the proof. Additional insured status usually needs an endorsement on the policy itself.
- Contracts may also ask for a waiver of subrogation or primary and non-contributory wording. Read what the contract actually requires.
- Only your agent or carrier should issue or change a COI. Never edit one yourself.
- If a request calls for coverage you do not carry, we tell you and quote the gap.
A certificate of insurance, or COI, is a one-page summary that proves your business has active coverage. It lists your carrier, policy numbers, effective and expiration dates, and limits, but it is proof of insurance, not the policy itself.
For liability coverage the standard form is usually the ACORD 25. Your agent or carrier issues it from the policy you already have, and it reflects that policy as of the day it was printed.
Policy Scout writes small-business coverage in Ohio and West Virginia, and COI requests are one of the most common calls we get. Here is what the page means and how to get one without slowing down a lease or a job.
The short answer
A certificate of insurance is a one-page summary, commonly the ACORD 25 form for liability, that shows a business has active coverage. It names the carrier, the policy numbers, the effective and expiration dates, and the limits. It is proof of insurance. The policy itself is the contract, and the policy wording is what controls a claim.
Who asks for a COI
Anyone who could get pulled into a claim tied to your work tends to want proof you are insured before you start. The usual requesters are:
- Landlords and property managers, before you sign or renew a lease
- General contractors hiring subcontractors
- Clients and venues where you will be working or setting up
- Municipalities and permit offices
- Event organizers, for vendors and exhibitors
What a COI shows, and what it does not
The certificate is useful because it puts the key facts of your coverage on one page. It is limited because that is all it does.
What it shows
The policy types you carry, such as general liability, commercial auto, workers' compensation, and umbrella. The limits on each. The effective and expiration dates. The named insured, which is your business. The certificate holder, which is the person or company asking for proof.
What it does not do
A COI does not change or extend your coverage. It is a snapshot as of the issue date, so if the policy is canceled, changed, or renewed afterward, the certificate does not update itself. If the certificate and the policy ever disagree, the policy wording controls.
Certificate holder vs. additional insured
These two get mixed up more than anything else on the form. A certificate holder just receives proof that you have coverage. They get no protection under your policy from being listed.
Additional insured status is different. It gives the requester some protection under your policy for claims tied to your work. That status usually needs an endorsement added to the policy, not just a name typed on the certificate.
Contracts and leases may also ask for a waiver of subrogation or for your coverage to be primary and non-contributory. Each of these is a specific term, and some need their own endorsement. Before anything is issued, check what the contract actually requires and send us that language.
How to get a COI from Policy Scout
Send us three things and we can usually work straight from your active policy:
- The requester's full name and mailing address, exactly as they want it on the certificate
- What the contract or request says: required limits, additional insured, waiver of subrogation, primary and non-contributory wording
- The job or location, if the request is tied to a specific project or site
- If the request needs coverage you do not have, we will tell you plainly and quote the gap, whether that is a business owners policy, general liability, commercial auto, or workers' compensation
Not sure which policy fits?
If a landlord wants liability and you also need your own equipment and inventory covered, read our comparison of a BOP vs general liability for Ohio and West Virginia businesses, linked below, before you buy.
Common COI mistakes
- Sending an expired certificate. Check the dates before you forward an old one.
- Limits below what the contract requires. A certificate cannot fix a limit the policy does not have.
- Assuming certificate holder means additional insured. It does not.
- Editing a COI yourself. Don't. Only the agent or carrier should issue or change a certificate.
A note for Ohio and West Virginia businesses
Policy Scout, LLC is licensed in Ohio and West Virginia and compares 50+ carriers for small-business coverage. Requirements for a COI come from the lease, contract, or permit in front of you, so the best first step is always to read that document and send it our way.
Frequently asked questions
- Is a certificate of insurance the same as insurance?
- No. A COI is proof that a policy exists. The policy is the actual coverage, and the policy wording controls.
- How long does a COI stay valid?
- It reflects your coverage as of the day it was issued. It stays accurate until the policy expires or changes, which is why requesters often ask for a fresh one at renewal.
- Can a landlord require additional insured status?
- Yes, many leases do. Additional insured status usually needs an endorsement on your policy, not just a line on the certificate, so send us the lease language.
- Does adding an additional insured cost extra?
- It can. It depends on the carrier and the endorsement needed. We will tell you before anything is added.
- Can I get a COI if I don't have a policy yet?
- Not until coverage is bound. A certificate has to point to an active policy. We can quote and bind coverage first, then issue the COI from it. Start a business quote
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