Guide
How to Read Policy Dates on a COI
By Keelstar Team · Updated July 11, 2026
The short answer
Read policy dates on a COI by examining each policy row's effective and expiration dates — not the certificate issue date at the top of the ACORD 25. The certificate date shows when the broker printed the form; coverage is active only when today's date falls between the effective and expiration dates for that specific line. General liability, automobile, workers compensation, and umbrella policies often expire on different days; track each independently. Effective dates confirm when coverage began — important for mid-term vendor onboarding and backdated work claims. If dates are blank, expired, or show a future effective date without evidence of prior coverage, treat the line as deficient until the broker clarifies. Misread dates are the leading cause of unintentionally allowing uninsured vendors on site.
Certificate date vs policy dates
The certificate date in the header shows when the broker generated the ACORD 25. Policy effective and expiration dates appear in each coverage row. Reviewers who only check the header miss expired policies listed below — a frequent compliance failure in busy property and construction portfolios.
Effective date: when coverage starts
The effective date is the first day the policy term applies to that line. For newly onboarded vendors, confirm effective date is on or before their go-live. Mid-term policy changes may show a recent effective date with a new policy number — verify continuity from any prior term.
Expiration date: when coverage ends
The expiration date is the last day of the policy term. Coverage typically ends at midnight on that date per policy terms. Configure alerts before expiration and block access the day after unless a renewal certificate is approved.
- Compare expiration to today's date per line
- Track each line's expiration independently
- Treat blank dates as deficient
- Confirm renewal certificates show new term dates
Multi-policy date complexity
A vendor might show GL expiring March 1, workers comp expiring June 1, and umbrella expiring December 1. Your tracker needs four date fields, not one. Operations teams approving a March project must confirm March-active lines — not just that a certificate exists.
Renewal and date gaps
Renewal certificates should show consecutive terms — new effective date immediately following prior expiration, or same-day without gap. Gaps between terms mean uninsured days. Ask the broker for a reinstatement or evidence of continuous coverage when dates do not align.
Enter dates correctly in your system
Transcription errors cause false compliance. Enter effective and expiration per policy line from the certificate into your COI tracker. Have a second reviewer spot-check high-risk vendors. Correct dates drive correct reminders — the backbone of expiration management.
Frequently asked questions
- Is the certificate date the same as the expiration date?
- No. Certificate date is when the form was issued. Expiration date is when the underlying policy ends. A certificate issued yesterday can list policies that expired months ago.
- What if effective date is after our work start date?
- Coverage may not apply to work performed before the effective date. Request evidence of prior term coverage or adjust work start until the policy is active.
- Can policies have different expiration dates on one certificate?
- Yes — expected. Track GL, auto, workers comp, and umbrella separately. One renewed line does not mean full compliance.
- What date format do ACORD forms use?
- U.S. certificates typically use MM/DD/YYYY. Enter dates consistently in your tracker to avoid sort errors.
Related guides
Put this into a monitored workflow
COI Tracker handles this continuously — with reminders and an audit trail.