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How to verify a contractor's certificate of insurance
A certificate of insurance is a one-page summary of a contractor's policies, usually on the ACORD 25 form. It is easy to copy and goes out of date when a policy renews, so check where it came from, what it says, and whether it still matches the job.
Updated Oct 30, 2026 · General information with sources, not legal, insurance or engineering advice.
Seven checks for any certificate
- Get it from the agent. Ask the contractor to have their insurance agent (the "producer" box) email it to you directly.
- Match the insured name to the name on the contractor's CSLB license record.
- Check the dates. Each policy's effective and expiration dates should cover the whole job.
- Read the limits for general liability (each occurrence and aggregate), auto, umbrella and workers' comp, and compare them with what your contract or association requires.
- Look at the boxes marked ADDL INSD (additional insured) and SUBR WVD (waiver of subrogation), and at the description of operations and the certificate holder.
- Call the producer listed on the certificate, using a phone number you look up yourself, and ask them to confirm the policies are in force.
- Check workers' comp on the CSLB record, which lists the insurer and expiration date, or an exemption.
What a certificate can and can't show
The ACORD 25 form itself says it is issued as a matter of information only and doesn't change the policies. If your contract requires your association or you to be an additional insured, ask for a copy of the additional insured endorsement, which is the policy page that does it. A checked box on the certificate is not the endorsement.
Whether a policy covers a particular loss depends on the policy terms. Questions about that belong with a licensed insurance agent or broker.
Keep it current: a simple tracking routine
- Log every certificate with its expiration dates and set reminders 30, 14 and 7 days before.
- Ask for the renewal certificate before the old one expires, not after.
- Keep one row per vendor per property or association, because requirements and certificate holders differ.
- Re-check the CSLB license when the certificate renews.
The free template below has the columns most HOAs and property managers track. It opens in Excel, Google Sheets or Numbers.
Quick answers
How do I check if a certificate of insurance is valid?
Get it straight from the contractor's insurance agent, match the insured name to the license record, check every policy date covers your job, and call the producer listed on the certificate (at a number you look up yourself) to confirm the policies are in force.
Is a certificate of insurance proof of coverage?
It's evidence that policies existed on the date it was issued. The ACORD 25 form states that it is for information only and doesn't change the policies. Additional insured status comes from an endorsement, so ask for that page if your contract requires it.
What is an ACORD 25?
The standard certificate of liability insurance form used in the United States. It lists the agent (producer), the insured, the insurers, policy numbers, dates, limits, and the certificate holder.
How often should I collect a new certificate?
Whenever a listed policy renews, usually once a year, and before new work starts. Track the expiration dates so the renewal arrives before the old certificate lapses.
For HOAs and property managers
Do this every month without the spreadsheet
VendorGuard CA reads each ACORD 25, compares it with each association's requirements, and emails vendors before certificates expire.