The broker-proof ACORD 25 checklist

Certificates rarely get rejected because coverage is missing. They get rejected because a box is blank, a name is spelled differently than the authority, or the endorsement wording the contract names is nowhere on the page. Here are the nine items a broker compliance desk actually checks before releasing a load.

1. 1Producer (agency) block is complete

   Agency name, street address, phone and contact. A certificate with an empty producer box gets bounced before anyone reads the limits.

2. 2Insured name matches your operating authority

   Spell the legal entity exactly as it appears on your MC/USDOT authority, with the DBA added underneath if you run one. A mismatch reads as the wrong carrier.

3. 3Insurer names and NAIC numbers are filled in

   Each carrier letter (A, B, C) needs a real insurer name and NAIC number. Blank NAIC columns are the second most common rejection.

4. 4Auto liability limit meets the contract

   Most broker contracts require $1,000,000 combined single limit for auto liability. Check the rate confirmation — some shippers ask for more.

5. 5Cargo limit covers the commodity value

   $100,000 is the common floor, but high-value freight needs a higher cargo limit. If the load is worth more than your limit, sort it out before dispatch, not at the dock.

6. 6Policy numbers and effective / expiration dates are in force

   Every line of coverage needs its policy number and both dates, and the policy must still be in force on the delivery date — not just today.

7. 7Certificate holder is the broker's exact office

   Use the office and attention line on the rate confirmation, not the corporate headquarters, and include the load or reference number when they ask for one.

8. 8Requested endorsement wording appears in the description box

   Additional insured, waiver of subrogation, primary and non-contributory, 30-day notice of cancellation — whatever their contract names has to be written out, not implied.

9. 9Signed by an authorized representative and dated today

   The signature box must be signed and the issue date current. Stale or unsigned certificates get treated as expired paperwork.

Honest limits

• A certificate reports the coverage your policy already carries. Adding an additional insured or a waiver of subrogation is an endorsement your insurer has to issue.
• Some broker contracts require the certificate to come from the agency of record. Ask before you send.
• This checklist is general operating guidance, not legal or insurance advice. Your contract wins any disagreement.