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GateCOI checks subcontractor COIs for you. Subs email their ACORD 25 to verify@gatecoi.com; you get pass/fail against your rules, automatic broker chasing, and a Cleared for Payment list. $59/mo flat, no credit card to start.
Start checking COIs →How to check a subcontractor certificate of insurance
A general contractor should check every sub's ACORD 25 for ten things: the producer, the insured's exact name, policy dates, GL limits, workers' comp, auto/umbrella, additional insured, waiver of subrogation, the description of operations, and the certificate holder — and get the actual endorsements, because the boxes on the form prove nothing by themselves. Here's the checklist.
- 1
Confirm it's a current ACORD 25 from the producer
The certificate should come from the agent/broker listed in the PRODUCER box, not be edited by the sub. Note the producer's email and phone — that's who you contact to fix problems. A date in the top-right that's months old is a red flag that you have a stale copy.
- 2
Match the INSURED name to your subcontract
The named insured must be the exact legal entity you signed with (including LLC/Inc.). A DBA or a sister company means the policy may not cover the entity doing the work.
- 3
Check policy effective and expiration dates
Every line (GL, auto, umbrella, WC) has its own dates. Coverage must be in force for the full time the sub is on site — and on the date you release payment. Flag anything expiring within 30 days.
- 4
Verify General Liability limits
Compare Each Occurrence, General Aggregate, and Products-Completed Operations aggregate against your contract minimums (commonly $1M / $2M). Check whether the aggregate applies per project — look for 'PER: PROJECT' checked.
- 5
Verify Workers' Compensation and Employer's Liability
WC should show statutory limits ('PER STATUTE') and EL limits meeting your minimum (often $500K/$500K/$500K or $1M). If the sub claims an exemption, get the state exemption certificate — and know your own WC auditor may charge you premium for uninsured subs.
- 6
Check auto and umbrella/excess
If the sub drives on site or hauls material, auto liability should cover 'ANY AUTO' or at least hired and non-owned. Umbrella/excess must be large enough to fill any gap between the primary limits and your contract requirement.
- 7
Look at the ADDL INSD column — then demand the endorsement
A 'Y' in ADDL INSD is not proof you are an additional insured. The ACORD 25 itself says it confers no rights. Ask for the actual endorsement (e.g. CG 20 10 for ongoing ops and CG 20 37 for completed ops, or the carrier's blanket equivalent) and confirm it names you or covers 'where required by written contract'.
- 8
Check waiver of subrogation (SUBR WVD)
Same rule: the box is a hint, the endorsement is the proof. Your contract probably requires waiver on GL, auto, and WC.
- 9
Read the Description of Operations box
This is where primary & non-contributory, project name/address, and additional insured parties (owner, lender, architect) usually appear. Make sure the wording matches your contract — not a generic 'certificate holder is additional insured where required'.
- 10
Confirm the Certificate Holder and file it
Certificate holder should be your company and address. Then record the result, set an expiry reminder, and don't release payment to a sub whose certificate fails or has expired.
When a certificate fails
- Email the producer (from the PRODUCER box) and CC the sub with exactly what's missing.
- Put the sub on payment hold until a corrected certificate and endorsements arrive.
- Keep the bad and corrected certificates — auditors and your own carrier may ask.
FAQ
Is an ACORD 25 proof of insurance?
No. The ACORD 25 states it is issued as a matter of information only and confers no rights on the certificate holder. It's evidence a policy existed when issued. Endorsements and, if needed, a call to the producer confirm the details.
How often should a GC re-check subcontractor COIs?
At onboarding, whenever a policy renews, before each payment if you want a hard gate, and whenever a project's requirements change. Most problems are expirations nobody caught.
What's the most common COI deficiency?
Missing or wrong additional insured status, followed by expired policies and GL limits below the contract minimum.
Can software check certificates of insurance?
Yes. GateCOI reads ACORD 25 PDFs emailed to verify@gatecoi.com, checks them against the rules you set, replies pass/fail to the sub, chases the broker, and gives your bookkeeper a Cleared for Payment list. It is a document-checking tool, not insurance advice.
This guide is general information, not insurance or legal advice. Your subcontract and your broker define what you require.