A Certificate of Insurance template can be helpful when you need to understand what information a client, landlord, vendor, or contractor may request as proof of business insurance. However, there is an important distinction between using a template as a reference and creating an official insurance certificate yourself.

In the United States, a Certificate of Insurance (COI) is generally issued by an insurance company, licensed insurance agent, broker, or another authorized party. The document summarizes certain information about an existing insurance policy.

If someone asks your business for a Certificate of Insurance, you should not simply download a blank template, enter policy information, and present it as an official certificate unless you are authorized to issue it. Insurance certificates must accurately reflect actual coverage.

This guide explains what a Certificate of Insurance template includes, how businesses can use one as a reference, and how to request an official certificate.

What Is a Certificate of Insurance Template?

A Certificate of Insurance template is a sample layout showing the types of information commonly included in a COI.

A basic template may contain sections for:

• Insured business information
• Insurance agency or broker information
• Insurance carrier information
• Policy numbers
• Coverage types
• Coverage limits
• Policy effective dates
• Policy expiration dates
• Certificate holder information
• Description of operations or special requirements

Businesses may use a template to understand the information an insurance provider needs to prepare an official certificate.

Important: A Template Is Not Proof of Insurance

A blank or self-created template does not prove that insurance coverage exists.

The actual certificate should be based on an active insurance policy.

Document	What It Does
Certificate of Insurance Template	Shows an example layout or information structure
Official Certificate of Insurance	Provides authorized evidence of existing coverage
Insurance Policy	Contains the full insurance contract
Policy Endorsement	Modifies or adds specific policy provisions

A business should always distinguish between an internal reference document and an official insurance certificate.

Basic Certificate of Insurance Template Example

Below is an example of the information that may appear in a business Certificate of Insurance.

CERTIFICATE OF INSURANCE

Date Issued: ______________________

PRODUCER / INSURANCE AGENT

Agency Name: ______________________________
Address: __________________________________
Phone Number: _____________________________
Email: ____________________________________

INSURED

Legal Business Name: _______________________
DBA Name (if applicable): __________________
Business Address: __________________________

INSURANCE CARRIER(S)

Insurance Company: _________________________
Carrier Identification: _____________________

COVERAGE INFORMATION

Type of Coverage	Policy Number	Effective Date	Expiration Date	Coverage Limit
Commercial General Liability	__________	__________	__________	__________
Commercial Auto Liability	__________	__________	__________	__________
Professional Liability	__________	__________	__________	__________
Umbrella / Excess Liability	__________	__________	__________	__________
Workers’ Compensation	__________	__________	__________	__________

DESCRIPTION OF OPERATIONS / LOCATIONS / PROJECTS

CERTIFICATE HOLDER

Name: ______________________________________
Company: ___________________________________
Address: ___________________________________

AUTHORIZED INSURANCE REPRESENTATIVE

Name: ______________________________________
Title: ______________________________________
Signature: _________________________________
Date: ______________________________________

This example is for educational and organizational purposes. It is not a substitute for an official certificate issued by an authorized insurance professional.

What Information Should Be Included in a COI?

Although the exact format may vary by type of insurance certificate, several pieces of information are commonly included.

1. Insured Business Name

The certificate should identify the person or business covered by the insurance policy.

This is often the legal entity name.

For example, a business may market itself under a brand name while the insurance policy is issued to an LLC.

A client may need to verify that the entity performing the work is the same entity covered by the policy.

2. Insurance Provider Information

The certificate generally identifies the insurance company providing coverage.

Some businesses have multiple policies from different carriers.

For example:

• General liability may be provided by one insurer.
• Commercial auto coverage may come from another.
• Workers’ compensation may be provided separately.

3. Policy Dates

A Certificate of Insurance commonly includes:

• The policy effective date
• The policy expiration date

These dates help the certificate holder determine whether the listed policy is currently active.

If a business is working on a long-term contract, an updated certificate may be required when the policy renews.

4. Types of Coverage

A COI may include one or more types of business insurance.

Coverage	Common Purpose
General Liability	Certain third-party injury and property damage risks
Professional Liability	Certain claims related to professional services
Commercial Auto	Business vehicle-related risks
Workers’ Compensation	Employee work-related injuries, subject to applicable rules
Umbrella Liability	Additional limits above certain qualifying policies
Cyber Liability	Certain cyber-related losses

Not every business needs every type of coverage.

The appropriate insurance depends on the company’s operations, industry, contractual obligations, and location.

5. Coverage Limits

Many contracts require businesses to maintain minimum insurance limits.

For example, a client may require:

• $1 million per occurrence
• $2 million general aggregate

The actual requirements vary.

A Certificate of Insurance should accurately reflect the limits available under the underlying policy.

A business should never enter higher coverage limits on a template simply because a client requested them.

How to Use a Certificate of Insurance Template

A template can be useful as an internal checklist before requesting an official COI.

Step 1: Gather Your Insurance Information

Collect information from your current policies, including:

• Legal business name
• Insurance carrier
• Policy type
• Policy effective date
• Policy expiration date
• Coverage limits

Do not use this information to create an unauthorized official certificate.

Instead, use it to help communicate with your insurance agent or broker.

Step 2: Review the Client’s Requirements

Ask the requesting party for the complete insurance requirements.

You may need information such as:

• Required types of insurance
• Minimum limits
• Certificate holder name
• Certificate holder address
• Additional insured requirements
• Required endorsements

Step 3: Send the Requirements to Your Insurance Provider

Your insurance provider can compare your current coverage with the contract requirements.

They can then determine whether:

• Your existing policies meet the requirements
• A certificate can be issued
• Additional endorsements are needed
• Policy changes may be necessary

Step 4: Review the Official Certificate

When you receive the official COI, check it for accuracy.

Review:

• Business name
• Policy dates
• Coverage types
• Coverage limits
• Certificate holder information

If something is incorrect, ask the issuing insurance professional to correct it.

Certificate Holder vs. Additional Insured

A common mistake when using a Certificate of Insurance template is confusing these two terms.

Certificate Holder

The certificate holder is the person or organization receiving the certificate.

For example, a commercial landlord may request that their company be listed as the certificate holder.

This generally means they receive evidence of your insurance.

Additional Insured

An additional insured may receive certain rights or coverage under an insurance policy, depending on the applicable policy language and endorsements.

Being listed as a certificate holder does not automatically make someone an additional insured.

Certificate Holder	Additional Insured
Receives the certificate	May receive specified protection under the policy
Shows who requested proof of insurance	May require an endorsement
Does not automatically receive coverage	Rights depend on policy terms.
Commonly listed on a COI	Often required by certain contracts.

If a contract requires additional insured status, contact your insurance provider.

The certificate itself generally does not create that status.

Common Types of Certificate of Insurance Requests

Businesses throughout the United States may be asked for a COI in many situations.

Commercial Leases

A landlord may request proof that a tenant has the required liability insurance.

Contractor and Subcontractor Agreements

Construction companies frequently require subcontractors to provide evidence of insurance before entering a job site.

Client Service Contracts

Consultants, agencies, cleaning companies, and other service providers may be required to submit a COI.

Events and Trade Shows

Event venues may require vendors to provide proof of liability insurance.

Vendor Registration

Large companies and government organizations may require vendors to meet specific insurance requirements.

Can You Download a Free Certificate of Insurance Template?

You can find many sample templates online for educational or internal planning purposes.

However, downloading a free template does not make it an official Certificate of Insurance.

An official insurance certificate should be issued by an authorized party and accurately reflect the underlying policy.

Be especially careful with websites that offer “instant” certificates without clearly verifying your insurance coverage.

Common Mistakes to Avoid

Filling Out an Official-Looking Form Yourself

Unless you are authorized to issue insurance certificates, do not complete a form and present it as official proof of coverage.

Changing Policy Information

Never manually change:

• Coverage limits
• Policy numbers
• Effective dates
• Expiration dates
• Insurance carrier information

Request corrections from the insurance provider.

Ignoring Contract Requirements

A generic certificate may not meet a client’s complete requirements.

Review the insurance section of the contract before requesting documentation.

Confusing a Template With an Insurance Policy

A template is only a format.

It does not provide insurance coverage.

Forgetting About Policy Renewals

Set reminders before policies expire.

Clients with ongoing contracts may require updated certificates after each renewal.

A Simple Certificate of Insurance Checklist

Before requesting an official certificate, gather the following information:

• Legal name of your business
• Current insurance policy information
• Required types of coverage
• Minimum coverage limits
• Certificate holder’s legal name
• Certificate holder’s complete address
• Contract or project name
• Additional insured requirements
• Other required endorsements
• Submission instructions

Having this information ready can help your insurance provider process the request more efficiently.

When Should You Request a New Certificate?

You may need a new or updated Certificate of Insurance when:

• You sign a new contract
• A new client requests proof of coverage
• Your insurance policy renews
• Your coverage limits change
• Your business changes its legal name
• Certificate holder information changes
• An ongoing project requires updated documentation

For businesses that work with many clients, keeping copies of issued certificates can make future requests easier to manage.

Final Thoughts

A Certificate of Insurance template can be a useful tool for understanding what information is typically included in a business insurance certificate. It can also help you prepare the details your insurance agent or broker needs when issuing an official document.

However, a template is not proof of insurance, and it should not be used to represent coverage that has not been verified.

Before submitting a COI to a client, landlord, contractor, or vendor, carefully review the insurance requirements and confirm that the certificate accurately reflects your active policy.

Business insurance requirements vary across the United States by state, industry, type of work, and contract. If you are unsure whether your coverage meets a specific requirement, consult a licensed insurance professional.

By understanding how Certificate of Insurance templates work, you can prepare for documentation requests, avoid common mistakes, and keep your business ready for new opportunities.