The Definitive ACORD 25 Field Guide — Every Field Explained

If you manage vendor insurance, you read ACORD 25 forms every day. But most professionals learn by osmosis — picking up fragments from colleagues, making assumptions, and occasionally discovering gaps the hard way when a claim is denied. This guide exists to end that cycle. Every field on the ACORD 25 is documented here, with the context you need to verify it correctly.

This is not a summary. This is the complete field-by-field reference that should have existed when you started your career in compliance.

What Is the ACORD 25?

The ACORD 25 — formally titled "Certificate of Liability Insurance" — is a standardized form maintained by the Association for Cooperative Operations Research and Development (ACORD). It is the most widely used certificate form in the United States, issued millions of times annually across every industry that requires proof of insurance from vendors, contractors, tenants, and service providers.

The form provides a snapshot of an insured party's liability coverages at a specific point in time. It is issued by a licensed insurance producer (agent or broker) and delivered to a certificate holder who needs evidence of coverage — typically because a contract requires it.

What the ACORD 25 Is NOT

This distinction matters more than anything else in this guide:

• The ACORD 25 is not a contract. It confers no rights to the certificate holder.
• The ACORD 25 does not modify the underlying insurance policies. If the certificate says "Additional Insured" in the Description of Operations but there is no actual endorsement on the policy, the certificate holder has no Additional Insured status.
• The ACORD 25 does not guarantee future coverage. A policy listed on the certificate can be cancelled the next day.

The form itself includes this disclaimer in its standard language: "This certificate does not affirmatively or negatively amend, extend or alter the coverage afforded by the policies below."

The Current Revision

As of 2026, the current revision is the ACORD 25 (2016/03) form. If you encounter a certificate using an older revision — such as the 2014/01 or 2010/05 version — this is itself a red flag. Producers using outdated agency management systems or manually created certificates may be working with old form versions, which can indicate operational issues.

Section 1: Header Fields

The top of the form contains administrative information about the certificate itself.

DATE (MM/DD/YYYY)

What it is: The date the certificate was issued by the producer.

What to verify: This date should be recent — ideally within 30 days of receipt. An old issue date means the coverage information may no longer be accurate. Policies could have been cancelled, limits reduced, or endorsements removed since the certificate was generated.

Common mistake: Accepting a certificate dated six months ago because "the policy hasn't expired yet." The issue date tells you when the information was last confirmed — not whether it is still valid.

Red flag: A certificate issued within 24 hours of your request, especially for a new vendor. While possible, an unusually fast turnaround can indicate the vendor is fabricating or altering a certificate to meet your deadline.

CERTIFICATE NUMBER

What it is: An optional reference number assigned by the producer's agency management system.

What to verify: This field is often blank. When populated, it can be useful for tracking re-issuances and updates. Some agencies use sequential numbering, which allows you to confirm whether a replacement certificate was actually regenerated or is just a copy.

Common mistake: Assuming the certificate number is a policy number. It is not — it is an internal tracking number for the agency.

Section 2: Producer Information (Fields 1-3)

This section identifies the insurance agent or broker who issued the certificate.

PRODUCER (Name and Address)

What it is: The full legal name and mailing address of the insurance agency or brokerage that produced the certificate.

What to verify: The producer should be a licensed insurance agency. You can verify this through your state's Department of Insurance website. The address should be a real business address, not a P.O. Box alone (though some agencies do use P.O. Boxes for mail).

Common mistake: Ignoring this field entirely. The producer is your primary point of contact for verification. If you cannot confirm the producer is a real, licensed agency, the entire certificate is suspect.

Red flag: A producer name that returns no results in state licensing databases. Generic names like "National Insurance Services" with no verifiable web presence. An email address using a free email provider (Gmail, Yahoo) rather than a business domain.

CONTACT NAME / PHONE / FAX / EMAIL

What it is: The specific person at the agency who issued the certificate, along with their direct contact information.

What to verify: When you need to verify coverage, call the phone number listed here — but cross-reference it with the agency's publicly listed number first. If the numbers do not match, use the public number. A fraudulent certificate may list a phone number that routes to the vendor rather than the agency.

Common mistake: Calling only the number on the certificate without independent verification. Always look up the agency's phone number independently.

Section 3: Insured Information (Fields 4-6)

INSURED (Name and Address)

What it is: The full legal name and mailing address of the entity that holds the insurance policies listed on the certificate.

What to verify: The insured name must match the entity you have a contract with. This is one of the most common compliance gaps. Your contract may be with "ABC Construction LLC" but the certificate lists "ABC Construction Inc." — different legal entities with different liability exposure.

Common mistake: Accepting a certificate where the insured name is close but not exact. "Close enough" does not provide coverage. If the entity names do not match, the coverage may not apply.

Red flag: The insured address is a residential address for a company that claims to have 50+ employees. While some businesses operate from home offices, this warrants verification for larger operations.

DBA / Trade Names

What it is: If the insured operates under a name different from their legal name, the DBA (Doing Business As) name may appear here or in the Description of Operations section.

What to verify: If your contract references a DBA name, ensure it appears on the certificate. Some policies only cover the named insured — DBA entities may need to be specifically listed.

Section 4: Insurers Affording Coverage

INSURER A through INSURER F

What it is: Up to six insurance companies that provide the coverages listed on the certificate. Each insurer is assigned a letter (A through F) that corresponds to the coverage sections below. Next to each insurer name is a NAIC # — the National Association of Insurance Commissioners identification number.

What to verify:

1. Carrier legitimacy: Look up each carrier in the NAIC database (https://content.naic.org/cis_consumer.htm) to confirm they are a real, admitted carrier.
2. AM Best rating: Check each carrier's financial strength rating. Most contracts require a minimum of A- (Excellent) with a Financial Size Category of VII or higher. This is often written as "A-VII or better." The AM Best rating indicates the carrier's ability to pay claims.
3. Admitted vs. surplus lines: Admitted carriers are licensed in the state where coverage applies and are backed by the state guaranty fund. Surplus lines (non-admitted) carriers are not backed by the guaranty fund. Some contracts require admitted carriers only.

Common mistake: Never checking the carrier rating. A certificate showing coverage from an unknown or poorly rated carrier may provide no real protection when a claim occurs.

Red flag: A carrier name that does not appear in NAIC databases. A carrier with an AM Best rating below B+. Multiple coverage lines all written by the same small, unknown carrier.

Section 5: General Liability Coverage

This is the largest and most scrutinized section of the ACORD 25. General Liability (GL) — formally Commercial General Liability (CGL) — is the foundation of most vendor insurance requirements.

COMMERCIAL GENERAL LIABILITY (Checkbox)

What it is: Confirms that the insured has a CGL policy in effect.

What to verify: This box must be checked. If it is not, the insured has no general liability coverage listed.

CLAIMS-MADE vs. OCCURRENCE (Checkboxes)

What it is: Indicates whether the policy is written on a claims-made or occurrence basis. This is one of the most important distinctions in insurance.

• Occurrence: Covers incidents that occur during the policy period, regardless of when the claim is filed. If a policy was in effect when an accident happened, coverage applies even if the claim is filed years later.
• Claims-Made: Covers claims filed during the policy period, regardless of when the incident occurred (subject to the retroactive date). Once the policy expires or is cancelled, no new claims can be filed — unless the insured purchases "tail" coverage (Extended Reporting Period).

What to verify: Most contracts require occurrence-based policies because they provide more reliable long-term protection. If the policy is claims-made, verify the retroactive date and ask whether tail coverage will be purchased if the policy is not renewed.

Common mistake: Not checking this field at all. Accepting a claims-made policy when the contract requires occurrence-based coverage leaves a dangerous gap.

GENERAL AGGREGATE LIMIT

What it is: The maximum total amount the insurer will pay for all covered claims during the policy period. Once this limit is exhausted, no further claims will be paid — regardless of the per-occurrence limit.

Standard minimum: $2,000,000

What to verify: Ensure the aggregate is at least twice the occurrence limit. If the occurrence limit is $1M and the aggregate is also $1M, a single large claim could exhaust all coverage for the year.

Red flag: An aggregate limit equal to or lower than the occurrence limit.

PRODUCTS-COMPLETED OPERATIONS AGGREGATE

What it is: A sub-limit within the general aggregate that applies specifically to claims arising from the insured's completed work or products after they have been delivered. In construction, this is critical — it covers claims from work that has been finished and turned over to the owner.

Standard minimum: $2,000,000

What to verify: For construction and manufacturing vendors, this limit is as important as the general aggregate. Ensure it meets your contract requirements.

Common mistake: Overlooking this field entirely. A vendor can have a $2M general aggregate but only a $1M products-completed operations limit, leaving a gap for post-completion claims.

EACH OCCURRENCE

What it is: The maximum amount the insurer will pay for a single occurrence (accident, event, or continuous exposure to conditions).

Standard minimum: $1,000,000

What to verify: This must meet or exceed your contractual requirement. The occurrence limit is the most commonly specified requirement in contracts.

DAMAGE TO RENTED PREMISES (Each Occurrence)

What it is: The maximum amount payable for property damage to premises rented to the insured. This is a sub-limit under the CGL policy, often significantly lower than the general occurrence limit.

Standard range: $50,000 to $300,000 (commonly $100,000)

What to verify: For tenants in commercial real estate, this limit is critical. If the limit is too low, a fire or water damage event could exceed the available coverage. Property managers should require limits that reflect the replacement cost of the rented space.

Common mistake: Assuming this limit equals the general occurrence limit. It does not — it is a separate, much lower sub-limit.

MEDICAL EXPENSE (Any One Person)

What it is: The maximum amount payable for medical expenses for a person injured on the insured's premises or due to the insured's operations, regardless of fault. This is a "goodwill" coverage — it pays without requiring a liability determination.

Standard range: $5,000 to $10,000

What to verify: This is a minor field that rarely drives compliance decisions, but it should be populated.

PERSONAL & ADVERTISING INJURY

What it is: Coverage for non-physical injuries such as libel, slander, false arrest, invasion of privacy, and copyright infringement in advertising. This is included in most CGL policies.

Standard minimum: $1,000,000 (typically matches the each-occurrence limit)

What to verify: This field is usually equal to the each-occurrence limit. If it is lower, the policy may have a restrictive endorsement limiting this coverage.

GEN'L AGGREGATE LIMIT APPLIES PER: (Checkboxes)

What it is: Indicates whether the general aggregate limit applies per policy, per project, or per location.

• POLICY: The aggregate limit is shared across all the insured's operations for the year. Once exhausted, no further coverage is available anywhere.
• PROJECT: Each project gets its own aggregate limit. A claim on Project A does not reduce the aggregate available for Project B. This is the gold standard for construction.
• LOC (Location): Each location gets its own aggregate limit. Preferred for property management.

What to verify: For construction, require "per project" aggregate. For property management, require "per location." If the aggregate applies "per policy," a busy vendor with multiple claims elsewhere could exhaust their aggregate before your project ever has an incident.

Common mistake: Ignoring this checkbox entirely. The difference between "per policy" and "per project" aggregate can be the difference between having $2M of coverage available and having $0.

Section 6: Automobile Liability

AUTOMOBILE LIABILITY (Checkbox)

Confirms the insured has a commercial auto policy.

ANY AUTO / ALL OWNED / HIRED / SCHEDULED / NON-OWNED (Checkboxes)

What to verify: "Any Auto" provides the broadest coverage. If that is not checked, verify that the combination of checked boxes covers the vehicles used on your project. "Hired" and "Non-Owned" are important for vendors who rent vehicles or have employees use personal vehicles for business.

COMBINED SINGLE LIMIT (Each Accident)

What it is: The maximum amount payable per auto accident for all bodily injury and property damage combined.

Standard minimum: $1,000,000

What to verify: A combined single limit (CSL) is simpler and preferred over split limits.

BODILY INJURY (Per Person) / BODILY INJURY (Per Accident) / PROPERTY DAMAGE (Per Accident)

What it is: Split limits that apply separately to bodily injury per person, bodily injury per accident, and property damage per accident. Used instead of or in addition to a CSL.

What to verify: If split limits are shown instead of CSL, ensure each meets your requirements. Common split: $100,000/$300,000/$100,000 — but this is generally considered inadequate for commercial operations.

Section 7: Umbrella / Excess Liability

UMBRELLA LIAB / EXCESS LIAB (Checkboxes)

What it is: Indicates whether the insured has umbrella or excess liability coverage. There is a technical difference:

• Umbrella: Provides broader coverage than the underlying policies and drops down to fill gaps.
• Excess: Follows the exact same terms as the underlying policies, providing additional limits only — no gap-filling.

What to verify: An umbrella policy is generally preferred over excess because it provides broader protection. However, many certificates use these terms loosely, so verify the actual policy type with the producer if the distinction matters to your contract.

EACH OCCURRENCE / AGGREGATE

Standard minimums: Vary significantly by industry — $2M for property management, $5M-$10M for construction general contractors, up to $25M+ for large infrastructure projects.

What to verify: Confirm the umbrella/excess limits meet your contractual requirements. Also verify that the umbrella policy specifically schedules the underlying GL, Auto, and Employers Liability policies — if one is not scheduled, the umbrella does not provide excess limits for that coverage.

Common mistake: Assuming the umbrella automatically applies over all underlying coverages. If the auto policy is not scheduled under the umbrella, a $3M auto accident claim has only the $1M auto limit — the umbrella does not help.

RETENTION / DEDUCTIBLE

What it is: The self-insured retention (SIR) or deductible the insured must pay before the umbrella/excess responds. An SIR means the insured must fund the retention before the umbrella even acknowledges the claim. A deductible is reimbursed to the insurer after claim resolution.

What to verify: High retentions ($25,000+) can be a concern. If the vendor cannot fund their SIR, the umbrella may never respond to a claim. Some contracts require SIRs below a certain threshold.

Section 8: Workers' Compensation and Employers' Liability

WORKERS COMPENSATION AND EMPLOYERS' LIABILITY (Checkbox)

Confirms the insured has workers' compensation coverage.

WC STATUTORY LIMITS (Checkbox)

What it is: Workers' compensation benefits are set by state law — the carrier must pay whatever the state statute requires. There is no dollar limit on the certificate because the limit is defined by statute.

What to verify: This box must be checked "X" under the "STATU-TORY LIMITS" column. If it is not, the insured may not have workers' compensation coverage, which is a critical compliance failure in nearly all jurisdictions.

EMPLOYERS' LIABILITY LIMITS

These are distinct from workers' compensation and cover lawsuits by employees that fall outside the workers' comp system:

• E.L. EACH ACCIDENT: Maximum payable per workplace accident. Standard: $1,000,000.
• E.L. DISEASE — EACH EMPLOYEE: Maximum payable per employee for occupational disease. Standard: $1,000,000.
• E.L. DISEASE — POLICY LIMIT: Maximum payable for all disease claims in the policy period. Standard: $1,000,000.

Common mistake: Confusing workers' compensation (statutory, no-fault benefits) with employers' liability (tort-based coverage for lawsuits). Both appear in this section but serve different purposes.

ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED?

What it is: Indicates whether any owners, partners, or officers have excluded themselves from workers' compensation coverage. Many states allow sole proprietors and partners to opt out.

What to verify: If "Yes" is checked, the Description of Operations section should specify who is excluded. This matters if those individuals perform work on your premises — they would not have workers' comp coverage for injuries sustained while working for you.

Section 9: Description of Operations / Locations / Vehicles

This is the most consequential section of the entire form — and the one most frequently misunderstood.

What Goes Here

The Description of Operations is a free-text field where the producer lists special conditions that apply to the certificate holder. This is where you find (or fail to find) the three most important endorsement references:

1. Additional Insured status
2. Waiver of Subrogation
3. Primary and Non-Contributory

Additional Insured

What it means: The certificate holder is added to the insured's policy as an Additional Insured, which means the policy provides liability coverage to the certificate holder for claims arising from the named insured's operations.

What to look for: Language such as: "Certificate holder is named as Additional Insured per CG 20 10 (04/13) and CG 20 37 (04/13) with respect to General Liability."

Key endorsement forms:

• CG 20 10 — Additional Insured: Owners, Lessees, or Contractors — Scheduled Person or Organization. Covers ongoing operations.
• CG 20 37 — Additional Insured: Owners, Lessees, or Contractors — Completed Operations. Covers claims arising after work is completed.
• CG 20 26 — Additional Insured: Designated Person or Organization. Broader form, but verify the edition date.

What to verify: The Description of Operations should reference the specific endorsement form number and edition date. A statement like "Certificate holder is Additional Insured" without referencing an endorsement is weak — it suggests the endorsement may not actually exist on the policy. Request copies of the actual endorsement documents.

Waiver of Subrogation

What it means: The insured's carrier waives its right to "subrogate" (recover) against the certificate holder after paying a claim. Without this waiver, if the insurer pays a claim caused partly by the certificate holder's negligence, the insurer could sue the certificate holder to recover its payment.

Key endorsement forms:

• CG 24 04 — Waiver of Transfer of Rights of Recovery Against Others to Us (GL)
• WC 00 03 13 — Waiver of Our Right to Recover from Others Endorsement (Workers' Comp)
• CA 04 44 — Waiver of Transfer of Rights of Recovery Against Others to Us (Auto)

What to look for: "Waiver of Subrogation applies in favor of Certificate Holder per CG 24 04, WC 00 03 13, and CA 04 44."

What to verify: The waiver must apply to each relevant coverage line — GL, WC, and Auto. A waiver on GL but not on WC leaves you exposed to workers' comp subrogation claims.

Primary and Non-Contributory

What it means: The insured's policy pays first (primary) and does not seek contribution from the certificate holder's own insurance (non-contributory). Without this provision, both parties' insurers might try to split the claim, forcing the certificate holder's insurance to participate even though the named insured caused the loss.

Key endorsement form: CG 20 01 04 13 — Primary and Non-Contributory — Other Insurance Condition (or equivalent blanket endorsement language).

What to look for: "General Liability coverage is Primary and Non-Contributory per CG 20 01 (04/13)."

What to verify: This provision typically applies to General Liability only. It is especially important in construction, where the GC's policy should respond as primary before the owner's policy.

Section 10: Certificate Holder

CERTIFICATE HOLDER (Name and Address)

What it is: The entity receiving the certificate.

What to verify: The name and address must exactly match the entity specified in your contract. An incorrect certificate holder name could create confusion about who is entitled to receive cancellation notices. If you are "Smith Property Management LLC" and the certificate lists "Smith Properties," clarify with the producer.

CANCELLATION

What it is: The current ACORD 25 (2016/03) form includes standard cancellation language: "Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions."

What to verify: This language means the producer will attempt to provide notice of cancellation per the policy's terms — but there is no guarantee of advance notice to the certificate holder. Older ACORD 25 revisions included a "30 days' notice" provision that carriers could commit to. The current form removed that guarantee.

Common mistake: Assuming you will automatically receive 30 days' notice before a vendor's policy is cancelled. Under the current form, you may receive no notice at all. This is why periodic re-verification — not reliance on cancellation notices — is essential.

AUTHORIZED REPRESENTATIVE (Signature)

What it is: The signature (physical or electronic) of the producer's authorized representative.

What to verify: The certificate should be signed. An unsigned certificate has less evidentiary value. Electronic signatures are standard and acceptable.

Quick-Reference Verification Checklist

Use this checklist for every ACORD 25 you review:

Common Endorsement Forms Reference

The Verification Mindset

Reading an ACORD 25 is not about checking boxes — it is about understanding what each field tells you about the vendor's risk posture. A certificate can be technically compliant with every requirement in your contract and still leave you exposed if the underlying endorsements do not exist, the carrier is financially unstable, or the policy has been cancelled since the certificate was issued.

The most effective compliance teams treat the certificate as the starting point, not the finish line. They verify carrier ratings. They request endorsement copies. They re-verify coverage periodically throughout the contract term. And they use tools — whether spreadsheets, dedicated software, or AI-powered platforms — to ensure nothing falls through the cracks at scale.

Every field on the ACORD 25 exists for a reason. Now you know what those reasons are.