How long should I expect a response?

Carrier response times vary; many carriers return electronic loss runs within 7–30 days. If a requested period is complex, follow up with a written clarification to avoid further delays.

Can a carrier refuse to provide loss runs?

Some carriers may charge an administrative fee or require proof of authorization; where state rules apply, carriers may have mandated response obligations—verify with the carrier and your broker.

What is the difference between loss runs and CLUE reports?

Loss runs list insurer claim activity for underwriting; CLUE compiles consumer-level claim/incident history for personal lines. Use the report suited to the underwriting context.

Are electronic loss runs and eSignatures valid?

Electronic reports and signatures are generally valid under ESIGN and UETA when intent, consent, signer attribution, and record retention requirements are met.

How should I handle PHI in loss runs?

Redact unnecessary medical identifiers, use BAAs where HIPAA applies, and share reports only with authorized parties to maintain compliance.

What if the loss run contains errors?

Document the discrepancy, request carrier correction in writing, and retain correspondence. Escalate through your broker or state regulator if corrections are refused.

Insurance Loss Runs

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

INSURANCE LOSS RUNS REQUEST AND CERTIFICATION

Insured / Applicant Information

Insured Name Insured Address

Date of Birth: Telephone: Email:

Request To / Insurer Information

Insurer or Third-Party Holder Insurer Address

Policy Details

Policy Number: Effective From: To:

Policy Type / Line of Business

General Liability Automobile Liability Property (Commercial/Residential) Workers' Compensation

Coverage Limit: Deductible: Premium: Policy Status:

Coverage Selection (mark all that apply)

General Liability Automobile Liability Property / All Risk Workers' Compensation Umbrella / Excess

Other Coverage (specify)

Loss Runs — Itemized Claims (provide most recent losses first)

Claim No.	Date of Loss	Date Reported	Type / Cause	Status	Paid Amount	Reserve

Brief Narrative / Description for Each Claim (corresponding to rows above)

Exclusions, Reservations and Notes

List any exclusions, sub-limits, or special conditions that affect the applicability of reported loss information or any remarks regarding pending litigation, subrogation recovery, or payment structure.

Beneficiary / Payee Information (if applicable)

Beneficiary / Payee Name

Relationship to Insured: Percentage Allocation:

Documentation Checklist

Attached: Photos Police Report Repair Estimates Medical Records Legal Pleadings

Other Attachments (specify)

Authorization, Release and Certification

I certify that the information provided in this request is true, complete, and accurate to the best of my knowledge. I hereby authorize the insurer, administrator, or their representative to release complete loss history, claim records, reserves, payments, and related documentation for the policy identified above to the named requester. This authorization permits disclosure for underwriting, loss control, underwriting review and claims handling purposes. I understand that reliance on these loss runs may influence underwriting decisions and premium determinations.

I acknowledge that the insurer may provide loss information subject to its internal recordkeeping practices and that omission of minor entries does not necessarily indicate nonexistence of related matters. I release the insurer and its agents from liability for the release of loss information in good faith and in accordance with this authorization, except for gross negligence or willful misconduct.

Requestor / Contact for Follow-Up

Requestor Phone: Requestor Email:

Printed Name:

Signature:

Title / Relationship:

Company (if applicable):

Date:

What an Insurance Loss Runs Report Is

An Insurance Loss Runs report is a carrier-issued statement that lists an insured's claim history for a specified policy period. It typically itemizes claim numbers, dates of loss, cause, amounts paid, outstanding reserves, and claim status. Underwriters, brokers, and risk managers use loss runs to assess loss experience, determine premium renewal terms, and decide coverage eligibility. Insureds commonly request loss runs during policy renewal, underwriting, mergers and acquisitions, or when seeking comparative quotes from alternate carriers or brokers.

Why Loss Runs Matter for Underwriting and Renewal

Loss runs provide a factual claims history that influences pricing, coverage terms, and insurability. They help carriers quantify frequency and severity, let brokers compare offers, and enable insureds to address recurring exposures before renewal or placement.

Who Typically Requests or Prepares Loss Runs

Multiple parties interact with loss runs depending on the transaction and timing.

Insurance brokers and agents who need detailed claims history to obtain competitive renewal quotes and negotiate terms.
Commercial risk managers evaluating portfolio exposure, loss trends, and retention strategies for budgeting and mitigation.
Underwriters and carrier claims teams reviewing prior loss activity to set premiums, reserves, and underwriting endorsements.

Identifying the requester helps ensure the report includes the right periods, claim detail, and redactions for privacy.

Primary Signers and Preparers

Insurance Agent

An agent or broker often requests loss runs on behalf of an insured, aggregates carrier responses, and verifies accuracy. The agent reviews entries for correct policy periods and claim categorizations before delivering the report to the insured or prospective carrier.

Risk Manager

A corporate risk manager collects loss runs across policies to analyze trends, set retention levels, and prepare disclosures for renewals or M&A due diligence. They may request additional detail or supporting claim files when claims materially affect program pricing.

Core Elements of a Professional Loss Runs Report

A complete loss runs report is standardized, transparent, and includes both financial and status data to support underwriting decisions.

Policy Identifiers

Carrier name, policy number, policy period start and end dates, and named insured to ensure correct linkage to coverage records.

Claim Identifiers

Unique claim number, claim type or cause, and loss location so each claim can be cross-referenced with claim files and adjuster notes.

Loss Dates

Date of loss, date reported, and date of closing so timing and latency are visible for frequency/severity analysis.

Payment History

Amounts paid, allocated expenses, and payment dates to show how much has been disbursed over time against each claim.

Reserve Balances

Current outstanding reserves and loss development indicators that affect carrier exposures and future premium calculations.

Claim Status

Open, closed, pending subrogation, litigation flags, and notes on indemnity or coverage disputes for context during underwriting review.

Required Fields and Common Data Points

Insured Name: Full legal name

Policy Number: Carrier policy ID

Carrier Name: Insurance company

Coverage Type: Line of business (GL, Auto, EPLI)

Loss Amounts: Paid and reserved totals

Loss Dates: Date of loss and report

Step-by-Step: How to Request and Prepare Loss Runs

Follow a clear sequence to obtain accurate loss runs and reduce back-and-forth with carriers and brokers.

01

Confirm scope: Specify policy periods and coverages needed.
02

Submit request: Send written request to carrier or agent with insured details.
03

Review response: Check for missing claims or mismatched policy numbers.
04

Approve delivery: Redact PII if required and share with underwriters.

How to Customize and Complete Loss Runs Online

Digital workflows speed requests and let you standardize fields, authentication, and distribution for consistent responses.

Field Mapping	Map carrier fields to your template for consistent data extraction
Authentication	Use email or multi-factor for requester verification
Templates	Save a standard request template for renewals and audits
Automation	Auto-send reminders and consolidate multi-carrier replies
Integrations	Connect to AMS, CRM, or document storage for archival

Where to Send or File a Loss Runs Request

Determine the correct recipient to avoid delays and ensure the response contains the requested claim detail.

Direct to Carrier: Preferred for original records and official claim notes
Via Broker: Broker consolidates multiple carrier responses for insured
Claims Department: Submit to the carrier's claims unit when claim-specific detail is needed
Third-Party Platforms: Upload to secure portals for underwriter access and audit trails

Digital Signing and File Format Considerations

Choose eSubmission and file formats that preserve audit trails, metadata, and compatibility with underwriter systems.

Accepted Formats: PDF and searchable PDF
Audit Trail: Timestamp, IP, and signer attribution
Integrations: CRM and document management connectivity

Timelines and Typical Processing Expectations

Timelines vary by carrier and state, but setting clear expectations reduces renewal risk and underwriting delays.

Request Timing:

Request loss runs at least 30–60 days before renewal

Carrier Response:

Many carriers deliver within 7–30 days; complex queries may take longer

Broker Consolidation:

Allow 3–7 business days for a broker to aggregate multi-carrier reports

Underwriter Review:

Underwriting analysis commonly takes 5–14 business days

Follow-up Window:

Allow 14–30 days for dispute resolution or additional detail

Common Mistakes to Avoid When Preparing Loss Runs

Requesting incorrect policy periods that omit relevant claims and skew loss ratios.
Failing to specify required detail such as allocated expense or subrogation status, forcing carrier follow-up.
Using inconsistent insured names or DBA entries that prevent matching across carrier systems.
Not redacting sensitive personal data when sharing claims involving medical or employee information.

Risks and Consequences of Inaccurate Loss Runs

Underpricing Risk: Premiums may be set too low

Coverage Denial: Coverage disputes or rescission risk

Renewal Delay: Policy placement may be postponed

Regulatory Exposure: State regulators may investigate mishandled disclosures

Tax Implications: Incorrect reserves affect financial statements

Reputational Harm: Broker or carrier credibility may be damaged

eSignature Vendor Comparison for Submitting Loss Runs

Comparison of common eSignature vendors and basic plan features relevant to submitting and archiving Insurance Loss Runs.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	No	No	No	No
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical Use Cases for Loss Runs

Two concise scenarios show how loss runs support renewals, placement, and due diligence.

Renewal Placement

A broker requests 5 years of loss runs for a midsize insured to benchmark renewal pricing.

The carrier lists paid losses, reserves, and claim status for each year.
The broker identifies loss trends, negotiates endorsements, and secures competitive terms by presenting clean, verified loss histories to multiple carriers.

M&A Due Diligence

An acquiring company requests consolidated loss runs across multiple entities to quantify contingent liabilities.

Claims data reveals open litigated matters and reserve adequacy.
Legal and finance teams use this data to price indemnities, allocate escrow, and negotiate representation clauses with the seller.

FAQs and Troubleshooting for Loss Runs Requests

Answers to common questions about obtaining, interpreting, and securely sharing Insurance Loss Runs.

Need help? Contact support

How long should I expect a response?
Carrier response times vary; many carriers return electronic loss runs within 7–30 days. If a requested period is complex, follow up with a written clarification to avoid further delays.
Can a carrier refuse to provide loss runs?
Some carriers may charge an administrative fee or require proof of authorization; where state rules apply, carriers may have mandated response obligations—verify with the carrier and your broker.
What is the difference between loss runs and CLUE reports?
Loss runs list insurer claim activity for underwriting; CLUE compiles consumer-level claim/incident history for personal lines. Use the report suited to the underwriting context.
Are electronic loss runs and eSignatures valid?
Electronic reports and signatures are generally valid under ESIGN and UETA when intent, consent, signer attribution, and record retention requirements are met.
How should I handle PHI in loss runs?
Redact unnecessary medical identifiers, use BAAs where HIPAA applies, and share reports only with authorized parties to maintain compliance.
What if the loss run contains errors?
Document the discrepancy, request carrier correction in writing, and retain correspondence. Escalate through your broker or state regulator if corrections are refused.

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