# Tenant Certificates of Insurance: What to Require and How to Track Them

Source: https://www.creshield.com/resources/tenant-coi-requirements-and-tracking
By Brad Cottam, CRE Shield (licensed in Kansas and Texas). Updated 2026-10-28.

A tenant's certificate of insurance (COI) tells you what coverage existed on the day it was issued. It does not change the policy and it does not promise you will be told if the policy ends. To rely on a certificate you have to read it against your lease, ask for the supporting endorsements, and keep track of the dates. Most owners with more than a few tenants lose track of that, and it is how coverage lapses go unnoticed.

## The two certificates you will see

- **ACORD 25, Certificate of Liability Insurance.** Shows general liability, umbrella, auto and workers' compensation.
- **ACORD 28, Evidence of Commercial Property Insurance.** Shows the property coverage on the building, the insured, and any mortgagee or loss payee. Your lender will usually want this one.

Both state that the certificate is for information only and does not amend, extend or alter the coverage in the policy.

## What to check, in order

1. **The insured is the tenant named in your lease.** Not a parent, a franchisor, or a different entity.
2. **Policy dates.** The policy is in force today and the expiration is on your calendar.
3. **Limits meet or beat the lease.** General liability each occurrence and aggregate, umbrella if required, property at full replacement cost if the tenant insures the building.
4. **You and your lender are listed correctly.** Landlord as additional insured on liability. Lender as mortgagee and loss payee on property. See [who goes where on the policy](/resources/who-goes-where-commercial-policy).
5. **The right box is ticked.** The certificate should show the additional insured and waiver of subrogation items the lease requires. The certificate alone does not grant them. They come from endorsements to the policy, so ask for copies.
6. **Deductibles and special terms.** A high wind and hail deductible or an actual cash value roof falls on the building. See [replacement cost vs actual cash value](/resources/replacement-cost-vs-acv).
7. **The insurer.** Look the company up. The lease may require a minimum financial strength rating.
8. **Description of operations.** It should describe the premises and the lease.

## Common red flags

- The certificate holder is you but the additional insured box is blank.
- The expiration date is within a month and no renewal certificate follows.
- The address is not the leased premises.
- Limits are below the lease requirements, often because the lease is old.
- The certificate came from the tenant, not directly from the agent.
- Cancellation wording that promises notice. A certificate cannot create that promise.

## How to track them

Keep one list with, for each tenant: policy type, carrier, policy number, limits, expiration date, and the date you last verified the endorsements. Then:

- Ask for the renewal certificate **30 to 60 days** before expiration.
- Send a written reminder to the tenant and the tenant's agent.
- Escalate a missed renewal quickly. A tenant without coverage is a risk to your building and your lender relationship.
- Keep the certificates and endorsements together, by property.

## FAQ

### What is the difference between a certificate holder and an additional insured?
A certificate holder only receives a copy of the certificate. An additional insured is added to the policy by endorsement and has coverage rights under it.

### Does a certificate of insurance prove the tenant has coverage?
It shows the coverage the issuer reported on the day it was issued. Confirm with the policy endorsements, and track expiration dates.

### How often should I collect certificates?
At lease signing, at every renewal, and any time the lease changes. Ask 30 to 60 days before each expiration.

### What if the tenant's coverage lapses?
Check the lease for your remedies, notify the tenant in writing, and consider whether your own coverage needs to respond. Tell your lender if its loan documents require it.

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*This article is general education, not insurance or legal advice. Coverage terms vary by policy, carrier, and lease. CRE Shield is licensed in Kansas and transacts insurance only in states where it is licensed.*