Too many logistics brokers treat insurance like a checkbox. They see “COI attached,” skim the file, and move on.
But here’s the reality: A clean-looking Certificate of Insurance doesn’t mean you’re protected. And in 2025’s fraud-heavy market, overlooking the fine print can cost you everything, from denied claims to damaged freight, or worse, legal blowback.
This blog breaks down what to actually look for, straight from our CEO Cassandra Gaines and other top freight experts who live in the world of compliance, vetting, and insurance chaos.
“Insurance Isn’t a Checkbox: Expert Vetting Tips to Avoid Liability & Fraud,”
Carrier Assure recently hosted a live session that sparked serious conversation across the freight industry.
The topic: Insurance, and how often it’s misunderstood, misused, or manipulated in the carrier vetting process. The session brought together brokers, compliance pros, and risk managers to talk about red flags, common insurance traps, and what you actually need to review before trusting a COI.
Now, let’s get into the key lessons every logistics broker should take from that discussion.
1. The COI Is Just the Beginning, Not the Guarantee
A COI (Certificate of Insurance) might confirm that a policy exists, but it doesn’t tell you if:
- The policy is paid and active
- It covers the right vehicle (or any vehicle)
- There are exclusions that void the coverage altogether
And yet, many brokers stop there. Instead, make this your new habit:
- Always contact the insurance producer directly (not the MC or carrier).
- Ask for the declarations page and any endorsements or exclusions.
- Look for signs of manipulation: mismatched fonts, incorrect contact details, Gmail addresses for the agency, these are all red flags.
“Even a real COI can give you a false sense of security. You’re not protected until you know exactly what the policy includes, and what it doesn’t.” – Cassandra Gaines
2. Spot These Red Flags? Step Back and Recheck
Fraudsters are getting more sophisticated. The COI looks polished. The signature’s there. But the danger is in the details, and these are the ones brokers say they see most often:
- Scheduled Auto only: If coverage applies only to listed VINs, you must match it to the truck that arrives. Otherwise, it’s not covered.
- No policy number or vague producer info: Legit policies are traceable and issued by actual humans with real credentials.
- Crazy deductibles: If the policy lists a $50,000 or $250,000 deductible, and the carrier can’t cover it, you’ll be the one on the hook.
- Expiring on the load date: Some carriers play games with policy timing. Confirm it’s active on the day of pickup and delivery.
Brokers in Cassandra’s session shared horror stories, from scheduled autos that didn’t match, to policies that mysteriously changed once a claim was filed.
“I don’t accept COIs that only list ‘Hired & Non-Owned.’ That’s not real protection.” – Rebecca.
“We set a hard cap: no deductibles over $10K. Too risky otherwise.” – Brian
3. The Exclusion List That Will Burn You
Even a million-dollar cargo policy doesn’t mean your freight is covered.
There are entire categories of commodities that carriers’ insurance often excludes, and brokers don’t find out until the claim is denied. Common culprits include:
- Fresh or uncanned seafood
- Live plants
- Pharmaceuticals, alcohol, and tobacco
- Precious metals and electronics
- Meat, dairy, and eggs
- Crypto machines (yes, really)
What 's the fix? Don’t just assume coverage. Always ask the producer for the exclusions page and check whether your freight type is specifically excluded or restricted.
“Our claims team flagged a policy that looked solid—until we realized it excluded reefer breakdown. The entire seafood shipment was spoiled, and the claim was denied.” –
4. Understanding the “Auto” Checkboxes Is Everything
If you’re not sure what each auto liability box means on the COI, here’s the quick explanation:
- Any Auto – All vehicles are covered (gold standard)
- Scheduled Auto – Only the listed VINs are covered (requires validation)
- Hired/Non-Owned Auto – Limited coverage for leased or third-party trucks (usually not enough)
If you see anything except “Any Auto,” slow down and
A) Ask for the VIN list.
B) Compare it to the truck showing up for pickup
C) If the numbers don’t match, the load isn’t insured.
Pro tip: Ask for the cab card and the scheduled auto endorsement together. Match them line by line.
“VIN mismatches are how claims get denied. This is the one step no broker can afford to skip.” – Amanda
5. What Really Protects You: Process + Tech
At the end of the day, two things stand between you and disaster:
1. A manual process that works every time
- Confirm insurance with the producer
- Get all supporting documents (not just the COI)
- Review exclusions and deductibles
- Match VINs to the actual truck
2. Carrier Assure: The right tech to help you move faster, with confidence
Carrier Assure was a recurring highlight in the webinar for good reason. It's not an onboarding platform, and that’s exactly the point.
It’s designed specifically to help brokers vet smarter, spot risk patterns early, and make faster, better decisions.
It goes beyond surface-level checks and dives into the data that actually matters:
- Confirms MC/DOT details match
- Flags unusual activity and inspection gaps
- Reveals risky patterns before they become costly
- Highlights which carriers deserve a closer look—instantly
With Carrier Assure’s software vetting platform, you’re not guessing. You’re acting on real insights, powered by real data, so you can protect your freight, your margins, and your reputation.
It’s about giving you the clarity and confidence to vet like a pro, every single time.
