What exactly is a Certificate of Insurance?

A Certificate of Insurance is a summary document issued by an insurer or broker that shows evidence of insurance coverages, limits, policy numbers, and policy periods. It is not the policy itself and does not amend coverage terms, but it serves as accepted proof of insurance for third parties.

Who can issue a valid COI?

Only the insurance carrier or an authorized broker can issue a valid certificate. Recipients should verify the certificate by contacting the insurer or broker listed on the certificate rather than relying on an unsigned image supplied by a third party.

Is notarization required for a COI?

Notarization is not typically required for a Certificate of Insurance; COIs are contractual evidence rather than recordable documents. Verify contract language or related real estate filings that might impose notary or witness requirements for associated documents.

Can a COI be signed and delivered electronically?

Yes. Electronic delivery and eSignatures generally satisfy legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA in U.S. states that adopted it. Ensure any consumer-facing disclosure requirements are met and retain a reproducible record.

How do I verify the COI is authentic?

Confirm insurer name, policy number, and coverage dates by contacting the insurer or broker listed on the certificate. Request a copy of the endorsement showing additional insured language when contract compliance depends on that endorsement.

How do I update or cancel a COI?

Request an updated certificate or endorsement from the insured's broker showing new policy details. For cancellation, insurers typically provide advance notice to listed certificate holders per policy terms; track and store any cancellation notices you receive.

Electronic Signature
Templates
Real estate
Real Estate Certificate of Insurance

Real Estate Certificate of Insurance

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REAL ESTATE CERTIFICATE OF INSURANCE

Producer / Insurance Agent

Producer Name Producer Contact

Phone: Fax: Email:

Insured / Named Insured

Insured Name Insured Address

Insurer(s) and Policies

Insurer A: NAIC #:

Insurer B: NAIC #:

Coverage Summary

This certificate evidences that the policies described below are in effect for the insured named above for the locations and operations described. Coverage is subject to all terms, exclusions and conditions of the policies referenced.

Commercial General Liability

Policy No.: Effective: Expires: Limits: $

Property (Building / Content)

Policy No.: Effective: Expires: Limit: $

Automobile Liability

Policy No.: Limits: $

Workers' Compensation

Policy No.: State: Limits:

Umbrella / Excess

Policy No.: Limits: $

Property Identification and Operations

Property Address Parcel / APN Number Legal Description

Endorsements, Special Conditions and Disclosures

Additional Insured (for the operations described above): Yes No

Waiver of Subrogation applied: Yes No

Primary & Non-Contributory wording included: Yes No

Mortgagee / Lender / Loss Payee Special Remarks

Cancellation / Notice

Should any of the above described policies be cancelled before the expiration date thereof, notice will be delivered in accordance with the policy provisions to the Certificate Holder named below. Number of days' notice required for cancellation:

Certificate Holder (for notice)

Insurer Certification and Legal Statement

The undersigned hereby certifies that the insurance policies described above are in full force and effect as of the effective dates shown and that the insurer(s) will provide the Certificate Holder with notice of cancellation, non-renewal or material change in accordance with the terms of the policy. This certificate is issued as a matter of information only and confers no rights upon the certificate holder. It does not amend, extend or alter the coverage afforded by the policies referenced herein. Coverage is subject to all terms, exclusions and conditions of such policies.

Governing Law: The interpretation and enforcement of this certificate shall be governed by the laws of the state where the property is located. This certificate, together with referenced endorsements, constitutes the entire certification of insurance as requested by the certificate holder and supersedes any prior certificates issued for the referenced policies.

Issuer (Printed Name):

By (Issuer Signature):

Date:

Certificate Holder (Printed Name):

By (Holder Signature):

Date:

What a Real Estate Certificate of Insurance is and why it matters

A Real Estate Certificate of Insurance documents an insured party's liability and property coverages for a specific property, lease, or transaction. It is usually issued by an insurance carrier or broker to a landlord, lender, property manager, or third-party requesting proof of coverage. The certificate summarizes insurer name, policy numbers, coverage types, limits, effective and expiration dates, and cancellation notice language. It does not replace a policy but provides a snapshot used to verify coverage requirements in leases, purchase contracts, construction agreements, and lender covenants.

Why requiring a Certificate of Insurance protects real estate interests

A certificate gives landlords, lenders, and managers quick verification of insurance limits, additional insured endorsements, and cancellation notice terms. It reduces contractual exposure and speeds due diligence.

Common users and recipients of the Certificate of Insurance

Typical parties who request or complete the Certificate of Insurance include property owners, commercial tenants, lenders, and construction managers.

Landlords and property managers verifying tenant liability and property insurance limits for lease compliance.
Lenders and servicers ensuring collateral protections and that insurance meets loan covenants.
General contractors and owners confirming contractor liability and additional insured endorsements for construction projects.

Each party uses the certificate for a different control purpose: proof of minimum limits, verification of additional insured status, or evidence for loan conditions.

Core components that make a professional Certificate of Insurance

A complete certificate follows a consistent structure so recipients can quickly confirm coverage and policy status without reviewing the full insurance policy.

Insurer and contact

Name and contact details of the issuing insurer or broker, including phone and email for policy verification and claims reporting.

Policy identification

Policy number, policy type (general liability, property, umbrella), and issuing carrier for cross-checking with the insurer.

Coverage limits

Per-occurrence and aggregate limits listed with dollar amounts so the recipient can confirm compliance with contract minimums.

Policy period

Effective and expiration dates indicating the coverage window; this determines whether the certificate covers the relevant transaction dates.

Additional insured and waiver

Explicit language that names the certificate holder as additional insured and any waiver of subrogation, if required by contract.

Cancellation notice

A statement showing how many days' notice the insurer will give the certificate holder before cancellation or material change.

Step-by-step: obtaining and delivering a Certificate of Insurance

Follow these practical steps to request, verify, and deliver a compliant certificate to the recipient.

01

Request: Ask the insured or broker for a certificate listing required coverages and limits.
02

Verify: Confirm policy number and carrier contact details against insurer records.
03

Confirm endorsements: Ensure additional insured or waiver of subrogation language is included if contractually required.
04

Deliver and store: Send the certificate to the holder and save a copy in your records.

Configuring a digital workflow for Certificates of Insurance

Map these settings when you build a repeatable COI process in an eSignature or document management platform.

Field	Configuration
Auto-notify on expiration	Set reminders 30 days before policy expiration to request renewal certificates.
Template enforcement	Lock key fields (limits, policy period) so submitters cannot omit required data.
Endorsement attachment	Require upload of additional insured endorsements when needed by the contract.
Storage location	Save signed or received certificates in a centralized, access-controlled repository.

Typical document flow for issuing and accepting a Certificate of Insurance

Understanding the circulation path helps identify control points and verification steps.

Insured requests certificate: Insured asks their broker or insurer to prepare the COI.
Broker issues COI: Broker generates certificate and attaches endorsements if requested.
Recipient reviews: Certificate holder verifies limits, dates, and endorsements.
Store evidence: Recipient logs and stores the certificate for the term of the relationship.

Platform capabilities to support electronic Certificates of Insurance

Choose a platform that supports secure storage, integrations, audit trails, and insurer verification workflows.

Integrations: Salesforce, NetSuite, Google Workspace, and Box help automate COI intake.
Security controls: TLS and AES-256 encryption, role-based access, and audit logs are essential.
Verification features: Support for insurer contact fields and quick verification workflows reduces fraud risk.

Security and compliance features relevant to COI handling

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit trail: Detailed signing events and timestamps retained

Access controls: Role-based permissions and SSO/SAML support

HIPAA (BAA): BAA available when PHI is processed

Certifications: SOC 2 Type II and ISO 27001 available

Accessibility: WCAG 2.0 Level AA compliance

Consequences of incorrect or missing Certificates of Insurance

Denied claims: Claim payments may be refused for uncovered exposures

Contract breach: Failure to supply required COI can trigger contractual remedies

Loan covenant default: Noncompliance can breach lender insurance conditions

Coverage gaps: Limits or missing endorsements create uninsured exposures

Regulatory audit: Documentation failures can prompt government scrutiny

Litigation exposure: Disputes over responsibility increase legal costs

Common mistakes when preparing a Certificate of Insurance

Listing incorrect policy numbers or insurer names that prevent verification with carrier records and delay acceptance.
Omitting additional insured endorsements or waiver of subrogation language required by the lease or contract.
Using expired policy dates or failing to provide renewal certificates before the current policy expires.
Relying on a certificate image without verifying the endorsement text and actual policy provisions with the insurer.

Practical tips for accurate and efficient Certificate of Insurance management

Adopt consistent templates and verification steps to reduce risk and administrative burden.

Standardize a COI template

Create a single approved certificate template mapping each contract requirement to a specific certificate field, include checklist validation for endorsements, and ensure submitters attach endorsements when required to avoid manual follow-up.

Automate renewal reminders

Configure your document system to send automated alerts 30, 60, and 90 days before expiration so you can collect renewals on schedule and avoid coverage lapses that create exposure.

Verify with insurers

When coverage or endorsements are critical, call the insurer or broker to confirm the policy number, limits, and endorsement language rather than relying solely on a certificate image.

Retain tamper-evident copies

Store received certificates in a secure, access-controlled repository with audit trails so you can prove authenticity and support claims or audits.

Key timing rules and expected turnaround for Certificates of Insurance

Timing obligations arise from contract language, lease commencement, or lender conditions; plan requests early to avoid last-minute gaps.

Before lease start:

Provide COI at lease execution or before tenant occupying the property

Renewal window:

Request renewal certificates at least 30 days before expiration to maintain continuous coverage

Upon material change:

Ask for updated COI within 10 days of insurer notice of cancellation or material change

Upon contractor mobilization:

Require COI before contractors access site or begin work

Recordkeeping:

Log receipt date and verification status when storing the certificate

eSignature vendor comparison for managing Certificates of Insurance

Basic capability and pricing differences among common eSignature vendors for COI workflows. signNow is listed first per vendor comparison standards.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the Real Estate Certificate of Insurance

Answers to common questions about issuing, verifying, and updating Certificates of Insurance in real estate transactions.

Need help? Contact support

What exactly is a Certificate of Insurance?
A Certificate of Insurance is a summary document issued by an insurer or broker that shows evidence of insurance coverages, limits, policy numbers, and policy periods. It is not the policy itself and does not amend coverage terms, but it serves as accepted proof of insurance for third parties.
Who can issue a valid COI?
Only the insurance carrier or an authorized broker can issue a valid certificate. Recipients should verify the certificate by contacting the insurer or broker listed on the certificate rather than relying on an unsigned image supplied by a third party.
Is notarization required for a COI?
Notarization is not typically required for a Certificate of Insurance; COIs are contractual evidence rather than recordable documents. Verify contract language or related real estate filings that might impose notary or witness requirements for associated documents.
Can a COI be signed and delivered electronically?
Yes. Electronic delivery and eSignatures generally satisfy legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA in U.S. states that adopted it. Ensure any consumer-facing disclosure requirements are met and retain a reproducible record.
How do I verify the COI is authentic?
Confirm insurer name, policy number, and coverage dates by contacting the insurer or broker listed on the certificate. Request a copy of the endorsement showing additional insured language when contract compliance depends on that endorsement.
How do I update or cancel a COI?
Request an updated certificate or endorsement from the insured's broker showing new policy details. For cancellation, insurers typically provide advance notice to listed certificate holders per policy terms; track and store any cancellation notices you receive.

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