Batch Fill ACORD 28 Evidence of Commercial Property Insurance from Excel

The ACORD 28 is the Evidence of Commercial Property Insurance — the standard form that insurance agencies issue to confirm to a mortgagee, lender, landlord, or other interested party that a specific commercial property location is insured. It is published by ACORD (Association for Cooperative Operations Research and Development) and is the property-side companion to the ACORD 25 Certificate of Liability Insurance.

A single ACORD 28 documents the commercial property policy on a specific location: the producer who placed the coverage, the named insured (often a building owner LLC), the property location address and a description of the building, the coverage forms in force (Special, Broad, or Basic causes of loss), the policy period and policy number, deductible amounts by peril, the coinsurance percentage and any agreed-value or replacement-cost elections, blanket coverage indicators, and — critically — the mortgagee or lender block with the loan number and a clause selection (Mortgagee, Loss Payee, Contract of Sale, or Lender's Loss Payable).

The ACORD 28 has roughly 50 fillable fields when you count every coverage indicator, deductible, percentage, and checkbox. That is why every commercial real estate closing, every renewal of a financed property, and every change of lender triggers another evidence form — and why a commercial-lines agency or real-estate-focused property team can be filling hundreds of ACORD 28 forms a quarter, each one driven by data that already lives in a spreadsheet.

1. Select your ACORD 28 PDF. Open Power PDF Filler from the Excel ribbon and select the fillable ACORD 28 form — either the official PDF from your management system or downloaded from acord.org. The add-in detects every fillable field on the form, including the named insured block, the property location and description, every coverage indicator, the deductible and coinsurance fields, the mortgagee block, and the clause checkboxes.
2. Select & map your Excel data. Each row represents one evidence form. Typical columns include producer name and address, named insured name and mailing address, loan number, property location address, building description, coverage form (Special / Broad / Basic), policy number, policy effective and expiration dates, deductible amounts, coinsurance percentage, mortgagee/lender name and address, and remarks text. Map each Excel column to the corresponding ACORD 28 field. Save the mapping as a reusable template named something like "ACORD 28 – CRE Portfolio" — you only do this once.
3. Click "Ready, Go." Power PDF Filler generates one completed ACORD 28 per row. Download all evidence forms as individual PDFs (named by location address or loan number using an Excel column), or as a single ZIP file for the entire batch. Email or upload directly to your lender portal or document management system.

• Wrong clause checkbox. The ACORD 28 has four mutually-related clause checkboxes — Mortgagee, Loss Payee, Contract of Sale, and Lender's Loss Payable. Lenders are picky: many will reject an evidence form that ticks "Mortgagee" when the loan documents call for "Lender's Loss Payable." Maintain a clause column per row in your spreadsheet so each property's lender gets the clause its loan agreement requires.
• Deductibles entered as plain numbers when the policy expresses them as percentages. Wind/hail and named-storm deductibles are often expressed as a percentage of total insured value (e.g., "2% of TIV"), not a flat dollar amount. Store the policy's exact deductible expression as text so the form prints what the underwriter actually wrote — "2% of TIV" rather than "$960,000" — unless your specific lender requires the dollar conversion.
• Mortgagee name not matching the loan documents. The MORTGAGEE field must match the name on the loan exactly, including "ISAOA / ATIMA" suffixes ("Its Successors and/or Assigns As Their Interests May Appear") when applicable. Build a lender lookup tab in your workbook so every property pulls a single canonical mortgagee string from the lender master list.
• Property location address shorter than the legal description. Many lenders want the full legal description and/or parcel number on the evidence form, not just the street address. Add a separate Excel column for the legal description and map it to the property description area in addition to the street address.
• Issuing a single ACORD 28 for a multi-location policy. Each ACORD 28 should evidence one location. For a portfolio policy covering 14 buildings under one policy number, issue 14 evidence forms — one per location — each driven by a row in your property spreadsheet. Lenders only need (and only want) evidence for the specific property they financed.