A certificate of insurance (COI) for a restaurant is a one-page summary, usually an ACORD 25 form, that proves which policies you carry, with which insurers, at what limits and for which dates. Landlords, franchisors, event organizers, caterers’ clients and delivery platforms ask for one before they let you open, sign or set up. This checklist shows what each requester usually needs so your certificate is accepted the first time.
Use it before you sign a lease, book an event or accept a catering contract. Compare the requirement in the contract to the certificate line by line. If anything on the list is not on your certificate, it usually means an endorsement is missing from the policy itself, not just a box left blank on the form. For the full background, read our guide to restaurant certificates of insurance.
The 12-point COI checklist
| Check | What to confirm | Why it gets rejected |
|---|---|---|
| 1. Named insured | Exact legal name and DBA match the contract | LLC name on the lease differs from the name on the policy |
| 2. Certificate holder | Requester’s exact legal name and address | Using a property manager’s name instead of the owner entity |
| 3. Policy dates | Every policy is in force for the event or lease date | A renewal is due before the event and the old dates are shown |
| 4. General liability limits | Per-occurrence and aggregate meet the contract | Contract asks for a per-location aggregate the policy lacks |
| 5. Liquor liability | Shown as its own line if you serve alcohol | General liability is shown but liquor is excluded or missing |
| 6. Additional insured | Requester is added by endorsement, not just named on the COI | The COI says “additional insured” but no endorsement exists |
| 7. Primary and non-contributory | Wording appears if the contract requires it | Your policy would share the loss with the requester’s policy |
| 8. Waiver of subrogation | Shown for GL, auto and workers’ comp when required | Waiver missing on workers’ comp for a lease or venue contract |
| 9. Workers’ compensation | Statutory limits plus employer’s liability | Owner-only exemption not explained, or out-of-state staff not covered |
| 10. Auto or hired and non-owned auto | Included when you deliver, cater or drive to events | Only personal auto policies exist for delivery drivers |
| 11. Umbrella or excess | Follows form over GL, liquor and employer’s liability | Umbrella does not sit over liquor liability |
| 12. Notice of cancellation | Contract wording on notice is addressed | Requester expects notice language the carrier will not give |
What each requester usually asks for
Landlords
Leases typically require general liability, liquor liability if you serve alcohol, property insurance on your improvements and contents, workers’ compensation, and an umbrella. Most landlords want to be an additional insured with primary and non-contributory wording and a waiver of subrogation. Read the insurance section of the lease before you sign, because changing it later is harder. Our article on tenant improvements and betterments coverage explains the build-out piece.
Franchisors
Franchise agreements list required lines, limits, carrier rating minimums and exact additional insured wording for the franchisor and its affiliates. Deadlines for delivering certificates are common, and some systems check compliance through a third-party portal. See the FDD insurance requirements checklist.
Event organizers and venues
Festivals, farmers markets and venues ask for general liability with the organizer and often the property owner as additional insureds, sometimes liquor liability, and auto coverage for trucks and trailers on site. Food trucks should read how to get a COI for a food truck event.
Catering clients
Corporate clients and private venues often require general liability, liquor liability if you serve, workers’ compensation for your staff on their premises, and hired and non-owned auto. See does restaurant insurance cover catering off site.
Delivery platforms and commissaries
Some delivery platforms and shared kitchens require proof of general liability and product coverage before onboarding. Requirements vary by platform and change, so check the current terms. See what insurance delivery apps require.
Five mistakes that delay a certificate
- Waiting until the day before the event to ask. Endorsements can take time to add, even when the certificate itself is fast.
- Sending the requester an old certificate after a renewal. Dates must be current.
- Assuming “additional insured” on the certificate creates coverage. Only the policy endorsement does.
- Forgetting liquor liability. Many general liability policies exclude it for businesses that serve alcohol.
- Not telling your agent about a new contract requirement, such as a higher umbrella limit or a waiver of subrogation.
Frequently asked questions
How fast can I get a certificate of insurance?
When the policy already contains the required endorsements, an agency can usually issue a certificate the same business day. If an endorsement has to be added, the carrier must approve it first.
Is a certificate of insurance a contract?
No. The ACORD 25 says it is issued as a matter of information only and does not amend the policy. The policy and its endorsements decide what is covered.
Can I add an additional insured myself?
No. Additional insured status comes from an endorsement issued by the insurer. Many restaurant policies include a blanket additional insured endorsement that covers anyone you are required to add by written contract.
Do I need a new certificate for every event?
Usually yes, because each organizer is a different certificate holder and often needs to be named as an additional insured. A blanket endorsement makes each new certificate faster.
Need a certificate for a lease, event or catering contract, or coverage that meets one? Get Multiple Quotes within minutes. Or call (866) 964-6660.