Free tool
COI Approval Checker
Determine whether a subcontractor certificate should be approved, clarified, or rejected before mobilization.
Flag issues on an ACORD 25, get a mobilization recommendation, and copy coordinator-ready notes in under three minutes.
Last reviewed June 18, 2026 by Policyhold Compliance Team, Construction compliance operations. Review aid only. Not legal or insurance advice.
Most Common Approval Blockers
Building benchmark dataThese issues most often delay subcontractor mobilization during certificate review.
| Issue | % of ReviewsUpdates as usage grows |
|---|---|
| When contract requires: additional insured not documented | - |
| Any required coverage line shows an expired policy date | - |
| Workers Compensation missing when required | - |
Percentages will populate as review volume grows.
Certificate holder vs additional insured
Certificate holder and additional insured are often confused. They are not interchangeable for mobilization approval. Certificate holder does not extend coverage, but your program may still require a specific holder block for contract compliance and audit.
| Term | Meaning | Approval implication |
|---|---|---|
| Certificate holder | Entity that receives the ACORD 25 as a record of coverage. Does not extend coverage. | Does not extend coverage. May still be required for contract compliance, audit, and mobilization clearance when your program specifies the holder block. |
| Additional insured | Party extended coverage under the sub policy via endorsement (e.g. CG 20 10 / CG 20 37). | Required when contract demands risk transfer to the sub policy. |
Why a COI is not proof of coverage
A certificate of insurance summarizes policies as of the issue date. It is not the policy contract. Endorsements control additional insured, waiver, and primary/non-contributory language. Verify endorsement PDFs when your contract requires them.
Most common reasons COIs get rejected
- Any required coverage line shows an expired policy date
- Named insured does not match contracting vendor legal entity
- When contract requires: additional insured not documented
- Certificate holder blank, incorrect, or wrong entity
- Workers Compensation missing when required
- Coverage limits below contract requirements
Frequently asked questions
- What is a COI approval checker?
- A COI approval checker helps compliance coordinators review a subcontractor certificate of insurance and decide whether the vendor can be approved for site access before mobilization.
- What should I verify on a subcontractor COI?
- Verify named insured, certificate holder, policy dates, required coverage types and limits, and contract-required endorsements such as additional insured and waiver of subrogation.
- When should I reject a certificate of insurance?
- Reject when critical blockers exist for your program: expired policies, missing required coverage, wrong named insured, or limits below contract requirements. A wrong or missing certificate holder is also a critical blocker when your contract or program requires a specific holder block, even though holder status does not extend coverage.
- Is certificate holder the same as additional insured?
- No. Certificate holder means you received the document and does not extend coverage. Additional insured status requires a policy endorsement and extends coverage under the subcontractor policy. Your program may still require the holder block for contract compliance and mobilization documentation.
- How long does a COI review take?
- An experienced coordinator can complete an initial ACORD 25 review in a few minutes when requirements are documented. This tool structures that review and produces exportable notes.
- Does this tool replace Policyhold?
- No. This free checker supports one-off reviews. Policyhold automates COI collection, verification, renewal monitoring, and mobilization clearance across your vendor program.
Stop reviewing COIs in spreadsheets
Policyhold tracks certificates, endorsements, and renewals so your team knows which subcontractors are cleared for site, not from inboxes.