Certificate of Insurance (COI) FAQ for Property Managers

1. What is a certificate of insurance?

It is a one-page summary of selected information about a vendor's insurance policies. The common form is the ACORD 25. It shows the insured, the insurers, coverage types, policy numbers, effective and expiration dates, limits, and the certificate holder, plus columns where the issuer marks whether additional insured status and a waiver of subrogation apply. It is a snapshot of a policy, not the policy itself.

Sources: ACORD 25 form; DC OCP Policy 3002, Appendix A (glossary).

2. Does a certificate prove a vendor is insured?

DC's procurement policy describes a certificate as evidence, but not proof, that the named insured has the listed policies in place, and says it confers no rights on the certificate holder that do not already exist in the policy contract.

Virginia's Workers' Compensation Commission shows the same caution. When an employer sends proof of replacement coverage, the Commission asks for the binder, declarations page, or information page, and says it does not accept certificates because they do not contain sufficient information.

Virginia law says the same in its own terms. Code of Virginia section 38.2-518 bars certificates that attempt to confer rights beyond what the policy expressly provides, and requires them to state that they are issued as a matter of information only.

Sources: DC OCP Policy 3002, Appendix A; Virginia Workers' Compensation Commission, Employer FAQs (question 14); Code of Virginia section 38.2-518.

3. What is the difference between a certificate holder and an additional insured?

The certificate holder is the party the certificate is issued to. An additional insured is someone who is added to the policy itself, usually by endorsement.

The ACORD 25 form says that if the certificate holder is supposed to be an additional insured, the policy must have additional insured provisions or be endorsed, and a statement on the certificate does not replace that endorsement.

Sources: ACORD 25 form; DC OCP Policy 3002, Appendix A (definition of additional insured).

4. What do the ADDL INSD and SUBR WVD columns show?

They let the issuer mark whether additional insured status or a waiver of subrogation applies. They do not show the endorsement's wording, scope, or conditions. The form itself notes that certain policies may require an endorsement for a subrogation waiver. Your broker can help you review endorsements for a vendor that matters to you.

Source: ACORD 25 form.

5. What does the ACORD 25 (2025/12) limits wording mean?

The newest edition, ACORD 25 (2025/12), adds wording saying the limits shown include amounts requested by the certificate holder and may not reflect higher policy limits. Older editions may still be in circulation, so do not reject a certificate only because of its edition.

ACORD's stated advice to agencies is to enter the limits shown in the policy declarations.

Sources: ACORD forms notification for the 2025/12 edition; ACORD statement published by the Independent Insurance Agents & Brokers of America.

6. Who gets notice if a vendor's policy is cancelled?

That depends on the policy or an endorsement, not on the certificate. A certificate confers no rights beyond what the policy provides. If notice of cancellation matters to you, raise it with your broker or attorney before you sign the contract.

Examples of how others handle it:

• DC requires each policy on its government contracts to contain a binding endorsement under which the insurer gives the contracting officer at least 30 days' prior written notice of cancellation.
• The Maryland electrician and plumbing boards require the insurer to notify the board at least 10 days before cancellation.

Virginia law is explicit on this point. Under Code of Virginia section 38.2-518, a certificate may not represent an insurer's obligation to give notice of cancellation or nonrenewal to a third party unless the policy requires that notice. It applies to certificates issued as a statement or summary of coverage on property, operations, or risks located in Virginia.

Sources: DC OCP Policy 3002, section 7.1.1 and Appendix A; Maryland State Board of Electricians; Maryland Board of Plumbing; Code of Virginia section 38.2-518.

7. Is DC's insurance policy a requirement for private vendors?

DC's Contract Insurance Requirements policy (OCP Policy 3002) applies to contracts the District enters under its procurement law. It is not a legal requirement for private vendors unless your own contract adopts it.

It is still a useful reference. Among other things, it asks for a certificate before work begins and says no work is performed until the contracting officer has received and approved it.

Source: DC OCP Policy 3002, sections 3, 6.1.1, and 6.1.2.

8. How often should I collect certificates?

Policies expire, and a certificate does not update itself, so you will need a new certificate whenever a policy renews. DC's Office of Risk Management says its contractors must provide evidence of renewal before the expiration date of each policy. That is a rule for DC government contracts.

Source: DC Office of Risk Management, insurance FAQ.

9. How long should I keep certificates and related records?

Ask your broker or attorney.

10. How can I check a Virginia vendor's workers' compensation coverage?

The Virginia Workers' Compensation Commission offers an Insurance Coverage Search that lets the public look up an employer's coverage by business name or federal employer identification number. It covers commercial insurance only and does not show self-insured employers.

The Commission also says an employer should obtain proof of coverage from subcontractors it hires.

Source: Virginia Workers' Compensation Commission, Employer FAQs (questions 22 and 23).

11. Do Maryland licensing boards require vendors to carry insurance?

For some trades, yes. Maryland electricians, HVACR contractors, and plumbers must carry general liability and property damage insurance as a condition of licensing, and Maryland Home Improvement Commission licensed contractors must carry at least $500,000 in general liability. The details are in our guide to vendor insurance requirements by trade. Each board is named as certificate holder on the vendor's licensing certificate, which is separate from a certificate issued to you.

Sources: Maryland State Board of Electricians; Maryland HVACR Board; Maryland Board of Plumbing; Maryland Home Improvement Commission.

Next steps

• Getting vendor certificates in order: Vendor COI readiness guide
• More questions: FAQ
• See what a certificate review can look like: Audit sample
• How Lanyrde works and what it costs: Pricing