Yes! You can use AI to fill out ACORD 25 (2016/03), Certificate of Liability Insurance
The ACORD 25 Certificate of Liability Insurance is an industry-standard form that provides a snapshot of key insurance policies in force for a named insured, including general liability, auto liability, umbrella/excess liability, and workersâ compensation. It is commonly requested by third parties (certificate holders) to verify that required coverages and limits exist during a specified policy period. The certificate is informational only and does not change the underlying policies or grant rights beyond what the policies and endorsements provide. It is important because it helps satisfy contractual insurance requirements and documents items like additional insured status or waiver of subrogation when properly endorsed.
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Form specifications
| Form name: | ACORD 25 (2016/03), Certificate of Liability Insurance |
| Number of pages: | 1 |
| Filled form examples: | Form ACORD 25 Examples |
| Language: | English |
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How to Fill Out ACORD 25 Online for Free in 2026
Are you looking to fill out a ACORD 25 form online quickly and accurately? Instafill.ai offers the #1 AI-powered PDF filling software of 2026, allowing you to complete your ACORD 25 form in just 37 seconds or less.
Follow these steps to fill out your ACORD 25 form online using Instafill.ai:
- 1 Enter the producer/agency information (name, address, phone, email, fax) and the certificate date, revision number, and certificate number (if applicable).
- 2 Fill in the insured’s legal name and mailing address exactly as shown on the insurance policies.
- 3 List each insurer providing coverage (Insurer A–F), including the insurer name and NAIC number, and map each policy to the correct insurer letter.
- 4 Complete the coverages section by entering policy type (CGL, Auto, Umbrella/Excess, Workers Comp), policy number, policy effective/expiration dates, and the required limits for each line of coverage.
- 5 Indicate key requirements such as ADDL INSD and SUBR WVD (additional insured and waiver of subrogation) and ensure the underlying policies include the necessary endorsements when required.
- 6 Add the Description of Operations/Locations/Vehicles text to reflect the contract/project, certificate holder requirements, and any special wording (or attach ACORD 101 if more space is needed).
- 7 Enter the certificate holder’s name and address, complete cancellation/notice language as applicable, and add the authorized representative signature/authorization before generating and delivering the certificate.
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Frequently Asked Questions About Form ACORD 25
This form is a summary certificate that shows what liability-related insurance policies have been issued to the insured and the key limits and dates. It is commonly provided to clients, landlords, project owners, or vendors as proof of insurance.
The insurance agent/broker (producer) or an authorized representative of the insurer typically prepares and issues the certificate. The insured usually requests it, but does not normally complete the ACORD 25 themselves.
No. The certificate is âfor information onlyâ and does not amend, extend, or alter the coverage in the actual policies, and it does not create a contract with the certificate holder.
Youâll need the producerâs contact details, the insuredâs legal name and address, and the insurer names and NAIC numbers. Accurate contact information helps the certificate holder verify coverage if needed.
NAIC numbers are identifiers for insurance companies. They are typically available in the insurerâs policy documents or can be provided by the agent/broker issuing the certificate.
Each listed coverage generally includes the insurer letter, policy number, policy effective date, policy expiration date, and the applicable limits. The form also indicates whether coverage is occurrence-based or claims-made where relevant.
âPolicy Effâ is the start date of coverage and âPolicy Expâ is the end date of coverage for that policy period. The form uses MM/DD/YYYY.
Occurrence coverage generally responds based on when the incident happened, even if the claim is made later. Claims-made coverage generally responds based on when the claim is made (and other policy conditions), so the policy type matters for ongoing projects and reporting requirements.
Checking âADDL INSDâ on the certificate is not enough by itself; the policy must include additional insured provisions or an endorsement. Ask your agent to add the endorsement and reference it in the Description of Operations/Locations/Vehicles section if required.
The âSUBR WVDâ indicator can be checked, but many policies require a specific endorsement for a waiver of subrogation. A statement on the certificate does not replace the endorsement, so confirm it has been issued.
It means that if a listed policy is cancelled before its expiration date, notice will be delivered according to the policyâs cancellation provisions. The certificate itself does not guarantee that the certificate holder will receive advance notice unless the policy/endorsement requires it.
Use this area to describe the work/project, job site location(s), vehicle details, and any special wording required by a contract (such as additional insured wording or primary/noncontributory language). If more space is needed, an ACORD 101 Additional Remarks Schedule may be attached.
Select the boxes that match the insuredâs auto coverage (e.g., Any Auto, Hired Autos Only, Non-Owned Autos Only, Scheduled Autos). The limits shown (such as Combined Single Limit) should match the auto policy declarations.
It asks whether any owners/officers/members are excluded from workersâ compensation coverage (and notes it may be mandatory to answer in some states, such as NH). If âYes,â the excluded individuals should be described in the Description of Operations section.
Certificates are usually delivered to the certificate holder by email or other method listed on the request, and the certificate holderâs name/address should appear in the âCertificate Holderâ box. Processing time depends on the agent/insurer and whether endorsements (additional insured/waiver) must be issued, which can add time.
Compliance ACORD 25
Validation Checks by Instafill.ai
1
Certificate Date Format and Validity (MM/DD/YYYY)
Validates that the certificate DATE field is present and matches the required MM/DD/YYYY format, including a real calendar date (e.g., no 02/30/2026). This is important because the certificate date is used to determine timeliness and whether the document reflects current coverage. If validation fails, the submission should be rejected or routed for manual review with a request to correct the date.
2
Producer Contact Information Completeness
Ensures the PRODUCER section includes required contact fields such as name, address, and at least one reliable contact method (phone or email), and that the phone includes area code. Producer details are necessary to verify issuance and to contact the issuing party for endorsements, corrections, or cancellations. If missing or incomplete, the form should be flagged as non-compliant and returned for completion.
3
Phone Number Format Validation (Producer/Contact)
Checks that all phone numbers (PHONE and CONTACT (A/C, No, Ext)) follow an acceptable format (e.g., 10-digit US number with optional extension) and contain only valid characters. Correct phone formatting prevents failed outreach and reduces downstream parsing errors in automated systems. If invalid, the system should prompt for correction and prevent submission if phone is required.
4
Fax Number Format Validation (If Provided)
Validates that the FAX field, when present, matches a valid phone/fax number pattern and includes an area code. Fax is often used for formal insurance communications and endorsements, so incorrect values can cause delivery failures. If invalid, the system should either block submission (if fax is required by workflow) or flag for correction.
5
Email Address Syntax and Domain Validation
Ensures the E-MAIL field is syntactically valid (e.g., [email protected]) and does not contain spaces or invalid characters. Email is frequently used for certificate delivery and follow-up, and invalid addresses lead to undeliverable notices and compliance gaps. If validation fails, the user should be required to correct the email or provide an alternate contact method.
6
Insured Entity Identification Completeness
Checks that the INSURED field is populated with a full legal entity name and includes an address when required by the form workflow. The insured identity is the core reference for all listed policies and is necessary for matching against contracts and vendor records. If missing or ambiguous (e.g., only a nickname), the submission should be rejected or queued for manual verification.
7
Insurer Names and NAIC Numbers Consistency
Validates that each listed INSURER (AâF) has a NAME when referenced in coverage lines and that any provided NAIC # is numeric and the correct length (commonly 5 digits). NAIC numbers are used to uniquely identify carriers and reduce confusion between similarly named insurers. If an insurer is referenced without a valid identifier, the system should flag the record and require correction before acceptance.
8
Certificate Number and Revision Number Presence and Format
Ensures CERTIFICATE NUMBER and REVISION NUMBER (if used) are present and follow expected formatting rules (e.g., alphanumeric, no illegal characters, reasonable length). These identifiers are critical for tracking updates, preventing duplicate processing, and ensuring the latest revision is used. If missing or malformed, the submission should be flagged and may be rejected depending on business rules.
9
Policy Effective/Expiration Date Format and Chronology
Validates that POLICY EFF and POLICY EXP dates are present for each listed policy, match MM/DD/YYYY, and that expiration is after effective date. This prevents acceptance of policies with inverted dates or invalid periods that would misrepresent coverage. If chronology fails, the system should block submission for that policy line and request corrected dates.
10
Coverage Type Selection Required for Each Policy Line
Checks that each policy entry includes a TYPE OF INSURANCE selection (e.g., Commercial General Liability, Automobile Liability, Workers Compensation, Umbrella/Excess). Coverage type drives which limits and sub-fields are required and how compliance is evaluated. If missing, the system should not allow the policy line to be processed and should require the user to select the correct type.
11
Policy Number Presence and Allowed Character Set
Ensures POLICY NUMBER is provided for each coverage line and contains only allowed characters (typically letters, numbers, and limited separators like hyphen). Policy numbers are required for verification with carriers and for audit trails; invalid characters can break integrations and matching. If missing or invalid, the submission should be rejected or flagged for correction.
12
Limits Fields Numeric/Currency Validation
Validates that all limit fields (e.g., EACH OCCURRENCE, GENERAL AGGREGATE, COMBINED SINGLE LIMIT, E.L. EACH ACCIDENT) are numeric currency amounts, non-negative, and within reasonable bounds. Accurate numeric limits are essential for contractual compliance checks and risk assessment. If a limit is non-numeric (e.g., text) or negative, the system should require correction and prevent final submission.
13
General Liability Occurrence vs Claims-Made Selection Consistency
Checks that COMMERCIAL GENERAL LIABILITY has exactly one of OCCUR or CLAIMS-MADE selected and that related fields (like retro date, if applicable in the implementation) are present when CLAIMS-MADE is chosen. The occurrence basis materially changes how coverage applies and is often a contractual requirement. If both or neither are selected, the system should flag the policy line as invalid and require a single selection.
14
Automobile Liability Vehicle Coverage Selection Validation
Ensures AUTOMOBILE LIABILITY includes at least one applicable selection (e.g., ANY AUTO, HIRED AUTOS ONLY, NON-OWNED AUTOS ONLY, SCHEDULED) and that mutually exclusive options are handled per business rules. Vehicle selection determines the scope of coverage and is frequently checked against contract requirements. If no selection is made or conflicting selections are detected, the system should block submission and request clarification.
15
Workers Compensation State/Statute and Exclusion Logic
Validates that WORKERS COMPENSATION includes the appropriate STATUTE/PER LIMIT/OTHER indicators as required, and that OFFICER/MEMBER EXCLUDED? is answered (Y/N) with a description provided when 'Yes' is selected. Workersâ comp compliance is jurisdiction-sensitive, and exclusions can invalidate contractual compliance if not disclosed. If the exclusion question is unanswered or 'Yes' lacks details, the submission should be flagged as incomplete and returned for correction.
16
Additional Insured and Subrogation Waiver Indicators vs Remarks
Checks that ADDL INSD and SUBR WVD indicators are explicitly set (Y/N or checked/unchecked) for relevant policies and that the DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES includes supporting wording when required by workflow (e.g., identifying certificate holder as additional insured). These indicators are commonly contractual requirements and must be supported by policy endorsements, so inconsistent or missing data creates compliance risk. If indicators are missing or conflict with remarks, the system should flag for manual review and request endorsement evidence or corrected entries.
Common Mistakes in Completing ACORD 25
People often list the insurer letter (A, B, C, etc.) but forget to enter the corresponding insurer NAME and NAIC #, or they paste the wrong NAIC for the carrier. This creates verification problems for the certificate holder and can cause rejection because the carrier cannot be confirmed. Always enter the full legal insurer name and the correct NAIC number for each insurer referenced in the coverage table, and ensure the âINSR LTRâ on each line matches the correct insurer.
A common error is providing only a company name but omitting the producerâs phone, email, fax, address, or the area code/extension fields. When underwriting or the certificate holder needs clarification, they cannot reach the right person, delaying acceptance or corrections. Fill all contact fields with a direct line and monitored email, and include area code and extension exactly as requested.
Many submissions use a trade name/DBA, abbreviations, or an outdated entity name that doesnât match the policy declarations. This can lead to disputes about who is actually insured and may cause the certificate to be rejected by the certificate holder. Use the insuredâs full legal name exactly as shown on the policy, and include DBA only if it appears on the policy.
People frequently leave the CERTIFICATE HOLDER section blank or enter a generic label (e.g., âClientâ or âProperty Managerâ) without a full legal name and mailing address. The certificate holder may require exact entity naming for contract compliance and recordkeeping, and missing details can trigger re-issuance requests. Enter the certificate holderâs full legal name and complete address as provided in the contract or request.
The form specifies MM/DD/YYYY, but users often enter DD/MM/YYYY, omit leading zeros, or accidentally swap effective and expiration dates. This can make coverage appear lapsed or not yet in force, resulting in immediate rejection. Use MM/DD/YYYY consistently and double-check that the effective date is earlier than the expiration date for each policy line.
A frequent mistake is leaving POLICY NUMBER blank, cutting off characters, or placing the number in the description area instead of the policy number field. Without a complete policy number, the certificate is harder to validate and may not meet contractual requirements. Copy the policy number exactly as issued (including prefixes/suffixes) and place it only in the POLICY NUMBER field for the correct coverage line.
Users sometimes check OCCUR for a claims-made policy (or vice versa) because they assume general liability is always occurrence-based. This misrepresents the coverage terms and can create compliance issues if the contract requires a specific trigger and tail coverage. Confirm the policy form type on the declarations page and mark OCCUR or CLAIMS-MADE accurately; if claims-made, address retro date/extended reporting in the description if required.
Common errors include putting per-occurrence limits in aggregate fields, leaving dollar signs/amounts blank, or mixing up auto liability limits (CSL vs split BI/PD). This can make the certificate appear noncompliant even when the policy is adequate. Enter each limit in its corresponding box (e.g., GL Each Occurrence vs General Aggregate; Auto CSL vs BI/PD) and verify amounts against the declarations.
People often check âANY AUTOâ by default or forget to indicate Hired/Non-Owned when required by contract, especially for contractors using personal vehicles. Incorrect selections can mislead the certificate holder about the scope of coverage and lead to disputes after a loss. Match the checked boxes to the actual policy coverage (symbols) and, if needed, clarify in the Description of Operations which autos are covered.
A typical mistake is leaving the WORKERS COMP âSTATUTE / PER / LIMITSâ area unclear, omitting employerâs liability limits (Each Accident/Disease), or not addressing multi-state coverage. This can cause rejection when the certificate holder needs proof of statutory WC and specific EL limits. Indicate WC as statutory where applicable, list the correct EL limits, and note covered states (or attach remarks) if the job location requires it.
Users often skip the âOFFICER/MEMBER EXCLUDED?â question or mark it without providing the required explanation in the Description of Operations. Exclusions can materially change compliance and may violate contract requirements if key individuals are excluded. Answer the question accurately and, if âYes,â list the excluded persons/titles and any endorsements or alternative coverage arrangements in the description.
Many people check ADDL INSD or SUBR WVD boxes (or state it in the description) without confirming the policy includes the required endorsements. The form explicitly notes that a statement on the certificate does not confer rights without endorsements, so the certificate holder may reject it or request endorsement copies. Only indicate Additional Insured or Waiver of Subrogation when the endorsement is actually issued for the correct policy and entity, and reference the endorsement number/forms in the Description of Operations when possible.
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