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Insurance Loss Runs Report

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INSURANCE LOSS RUNS REPORT

Purpose: This Loss Runs Report documents the claim history for the insured named below for the period requested. The insured or authorized representative must complete this form and certify under penalty of perjury that the information provided is true, accurate, and complete to the best of their knowledge. The carrier and authorized agents may rely on the statements herein in evaluating coverage, underwriting, and premium.

1. Insured / Applicant Information

Contact Person:

Phone:

Email:

Tax ID / EIN:

Date of Birth (if individual insured):

2. Policy Details

Policy Number:

Policy Type:

Coverage Limit:

Deductible:

Annual Premium:

Policy Period From:

To:

3. Requested Loss Run Period

From:    To:

4. Coverage Indicated (check all that apply)






5. Loss History (Provide all known claims within requested period)

Complete each loss entry with the claim number, date of loss, type, amounts, status, and a brief description. If additional pages are required, attach them as an addendum and indicate the number of attachments below.

Claim 1

Claim Number:

Date of Loss:   Loss Type:

Amount Paid:   Case Reserves:   Total Incurred:

Status:

Claim 2

Claim Number:

Date of Loss:   Loss Type:

Amount Paid:   Case Reserves:   Total Incurred:

Status:

Claim 3

Claim Number:

Date of Loss:   Loss Type:

Amount Paid:   Case Reserves:   Total Incurred:

Status:

Claim 4

Claim Number:

Date of Loss:   Loss Type:

Amount Paid:   Case Reserves:   Total Incurred:

Status:

Claim 5

Claim Number:

Date of Loss:   Loss Type:

Amount Paid:   Case Reserves:   Total Incurred:

Status:

6. Exclusions / Remarks

7. Documentation Checklist

Please indicate documents provided or available for verification:







8. Certification / Authorization

By signing below, the undersigned attests that they are authorized to request and certify the accuracy of the loss history provided above and any attachments. The undersigned authorizes the release of loss run information to the requesting party and acknowledges that inaccurate or omitted information may be relied upon by insurers in underwriting, rating, or coverage determinations. The undersigned agrees to notify the carrier of any material change in the information provided herein.

The insured further certifies that all claims, incidents, and circumstances that could reasonably be expected to give rise to a claim under the policy listed above have been disclosed in this report or on an attached addendum. This certification is made subject to penalty of perjury under applicable law.

Applicant Printed Name:

By (Signature):

Date:

Title / Capacity of Signer:

Phone (for verification):

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What an Insurance Loss Runs Report Is and Why It Matters

An Insurance Loss Runs Report is a record from an insurer detailing a policyholder's claims history, including dates, claim amounts, reserves, payments, and status. Insurers, brokers, underwriters, and insureds use loss runs to assess risk, calculate premiums, and verify prior coverage. The report often spans multiple policy years and may be required for renewals, new-policy underwriting, M&A diligence, or lender requirements; completeness and accuracy directly affect underwriting decisions and pricing.

Why an Insurance Loss Runs Report Is Important for Coverage and Pricing

A complete loss runs report provides the factual claims history underwriters need to evaluate exposure and set premiums or terms. It also supports claims audits, renewal negotiations, and regulatory or lender diligence.

Why an Insurance Loss Runs Report Is Important for Coverage and Pricing

Who Typically Requests and Reviews Loss Runs

Several stakeholders request or rely on loss runs when assessing insurance exposure, renewal terms, or transactional risk.

  • Insurance brokers and agents who compile histories to place or renew coverage and advise clients.
  • Underwriters at carriers who evaluate loss frequency, severity, and reserves before issuing or renewing policies.
  • Risk managers, lenders, or acquirers performing due diligence for financing, M&A, or contract compliance.

Each user needs different detail levels—brokers often want summary trends, while underwriters require line-item claim entries with dates, payments, and current status.

Common Signers and Requestors

Broker / Producer

A licensed insurance broker or producer requests loss runs from carriers on behalf of clients during renewals or placement. They verify policy numbers, periods, and aggregate claim totals, and they may need carrier authorization letters for third-party requests.

Risk Manager

An in-house risk manager or CFO uses loss runs to analyze trends, budget reserves and negotiate renewal terms. Accuracy affects captive decisions, retention choices, and the firm's ability to secure favorable pricing.

Core Elements of a Professional Insurance Loss Runs Report

A professional loss runs report contains specific fields and consistent formatting so underwriters can quickly interpret exposure, frequency, and severity across policies.

Policy Summary

Policy number, effective and expiration dates, limits, deductible, and insurer name presented clearly so each claim can be mapped to the correct policy period and coverage.

Claim Identifier

Unique claim ID or file number for each record to allow cross-referencing with carrier claim files, loss adjuster notes, and payment histories.

Date Fields

Reported date, occurrence date, and date of loss to establish timeline, statute-of-limitations exposure, and whether losses crossed policy periods.

Payment and Reserve

Paid amounts, outstanding reserves, and incurred totals with currency clarity to disclose carrier exposure and potential future payments.

Loss Description

Concise cause-of-loss narrative and claim status to help underwriters assess root cause, recurrence risk, and likelihood of subrogation or litigation.

Coverage Codes

Line of business or coverage codes (e.g., GL, WC, Property) to ensure accurate pricing and comparison across different product lines.

Step-by-Step: Requesting and Obtaining Loss Runs

Follow these sequential steps to request loss runs from a carrier or to produce an internal report for underwriting or renewal purposes.

  • 01
    Prepare Request: Gather policy numbers, insured name, and authorized contact details before contacting the insurer.
  • 02
    Submit Authorization: Provide required broker authorization or signed release if the carrier requires insured consent for release.
  • 03
    Carrier Processing: Carrier locates claims, compiles line-item entries, and formats the report according to internal systems.
  • 04
    Review and Verify: Compare the report to known claims, check dates and amounts, and request corrections for discrepancies.

How Electronic Requests and eSubmission Typically Flow

Modern workflows let brokers and insureds request and receive loss runs electronically, improving traceability and reducing mailing times.

  • Upload Request: Attach authorization and policy details to the insurer’s request portal or broker portal.
  • Carrier Verification: Insurer verifies authorization and locates claim files in their claims management system.
  • Report Assembly: Carrier exports loss runs into PDF or Excel and applies internal approvals.
  • Secure Delivery: Carrier sends the report through secure email, portal, or eSignature-enabled delivery with audit trail.

Configuring an Online Workflow to Request Loss Runs

Set up a repeatable electronic workflow so requests, authorizations, and deliveries are consistent and auditable.

Field Configuration
Authorization Upload Require signed authorization PDF or broker letter before processing.
Policy Selector Make policy number required and validate format on entry.
Delivery Method Offer secure link, encrypted email, or portal download options.
Audit Trail Enable automatic logging of request time, user, and IP address.

Technical Considerations for eSubmission and Delivery

Ensure your platform supports secure file formats, signer authentication, and integrations with carrier portals or broker management systems.

  • File Formats: PDF and Excel are standard for loss runs exports.
  • Integrations: Common integrations include Salesforce, NetSuite, and Google Workspace.
  • Authentication: Use email, SMS code, or stronger multi-factor verification when required.

Choose a platform that preserves audit trails, supports secure storage, and can attach documentation such as authorized releases to each request.

Timing Considerations and Typical Turnaround Expectations

Understand standard timing and retention rules to plan renewals, audits, or transactions that depend on loss runs.

Typical Carrier Turnaround:

5–15 business days depending on backlog and required approvals.

Urgent Requests:

Same-day or 24–48 hour expedited delivery possible for fees or pre-arranged service.

I-9 and Employment Records:

Retain related employment records per 8 CFR §274a.2 retention rules.

Tax and Audit Windows:

Keep records beyond audit windows—IRS minimums apply to financial records.

Renewal Deadlines:

Request loss runs at least 30–60 days before policy renewal to allow underwriting review.

Key Milestones in the Loss Runs Request Lifecycle

Track milestones to ensure timely delivery and to escalate delays before renewal or closing deadlines.

01

Request Submitted

Authorized request received by carrier and queued for processing.

02

Verification Complete

Carrier confirms authorization and locates claim files to include.

03

Report Compiled

Carrier consolidates claim entries and prepares the formatted report.

04

Delivery and Acceptance

Report delivered; requester validates contents and requests corrections if needed.

Common Pitfalls When Requesting or Using Loss Runs

  • Incomplete authorizations that omit the insured’s legal name or policy numbers, causing carriers to reject or delay the request while verifying identity.
  • Mismatched insured names or DBAs that prevent carriers from locating historical files, resulting in partial reports and extra follow-up.
  • Relying on summary totals only without line-item dates and payments, which hides cross-period losses and can skew underwriting assessments.
  • Accepting an unsigned or unverified PDF without audit metadata; lack of provenance makes the report harder to rely on for underwriting or lender review.

Security and Compliance Considerations

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamped logs and signer attribution
HIPAA: BAA required for PHI handling
ESIGN / UETA: Legally recognized e-signature frameworks
Access Controls: Role-based permissions and SSO
Accessibility: WCAG 2.0 Level AA support

Risks and Consequences of Incorrect or Missing Loss Runs

Underwriting Exposure: Higher premiums or declined coverage
Regulatory Risk: Potential fines for mishandling PHI under HIPAA
Contract Delay: Deal timelines lengthen without complete documentation
Tax Audit Issues: Incomplete records complicate IRS examinations
Litigation Risk: Disputed claim histories may increase legal costs
Data Integrity: Unverifiable PDFs reduce reliance for lenders or acquirers

Examples: How Organizations Use Loss Runs in Practice

Real-world examples show how loss runs affect underwriting, renewals, and operational decisions across organizations.

Optica Ventures LLC — COO

Optica requested consolidated loss runs from multiple carriers to prepare for renewal negotiations

  • The report showed two recurring loss causes across sites
  • Optica used the detailed runs to prioritize loss control investments, which helped secure a more favorable renewal package with clearer endorsements and limits.

Martin Properties — Founder

A property management firm needed multi-year loss runs for mortgage underwriting

  • The loss runs revealed an isolated property claim spike in year two
  • By providing complete documentation, Martin Properties accelerated lender review and avoided delays in closing due diligence contingencies.

Practical Tips to Ensure Accurate and Actionable Loss Runs

Follow these practices to reduce errors, speed delivery, and improve the report's value to underwriters and reviewers.

Standardize Request Templates
Use a consistent template that lists insured legal name, policy numbers, authorized signers, requested years, and preferred file format to minimize carrier clarification cycles and avoid partial reports.
Obtain Proper Authorization
Secure written broker authorization or insured signature before submission; include notarization or witnessed attestation if the carrier’s release policy requires it to prevent denials.
Request Line‑Item Detail
Ask for individual claim entries with occurrence and report dates, paid amounts, and reserves rather than aggregated totals so underwriters can analyze trends and cross-period exposure.
Verify and Reconcile
Cross-check loss runs against internal claims records and carrier loss notices; document discrepancies and request corrected versions before relying on the report for underwriting or transaction decisions.

How Loss Runs Differ from Similar Insurance Documents

Loss runs share similarities with other insurance records but serve distinct purposes; compare to avoid confusion when requesting documents.

Document Type Loss Runs Claims Summary
Purpose detailed claim history high‑level claim totals
Detail Level line‑by‑line entries aggregated amounts
Typical Use underwriting, renewals internal performance reporting
Delivery Format pdf or excel pdf or report dashboard

Comparing eSignature Options for Exchanging Loss Runs

When choosing an eSignature or delivery platform for loss runs, compare pricing, bulk send, audit trail, HIPAA support, and envelope or session limits across vendors.

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 free trial No No Yes, limited Yes, limited
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No envelope cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions About Insurance Loss Runs Reports

Answers to common questions about requesting, verifying, and relying on loss runs, focused on practical resolution steps.


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