How long until I receive loss runs?

Response times vary by carrier and state law; many insurers respond within 10–30 business days after a valid written request. Electronic portals or broker relationships may speed delivery; retain the request date to document follow-up.

What information must the request include?

Include the insured's full legal name, policy number, coverage period, claimant names if known, and requester contact information. Specify the date range and preferred delivery format. Include signed authorization if requester is not the named insured.

Can loss runs be delivered electronically?

Yes; many carriers provide loss runs via secure PDF or portal export. For electronic delivery, confirm file format, whether the file includes an audit trail, and any encryption requirements. Retain copies and verify completeness against policy records.

Who can request loss runs on a policyholder's behalf?

Authorized agents, brokers, attorneys, or designated representatives may request loss runs if they hold written permission or power of attorney. Some carriers require a signed release or corporate letter of authorization on company letterhead before releasing claim details.

What if the insurer refuses to provide loss runs?

If an insurer declines, request a written denial explaining the legal basis. Consult the state insurance department complaint procedures; many regulators require carriers to provide loss runs on request. Consider involving your broker or legal counsel to obtain records.

How should I verify loss run accuracy?

Cross-check claim dates, amounts, reserve changes, and claimant names against internal incident logs and paid claim invoices. Flag discrepancies in writing to the insurer and request corrected runs. Keep audit trails of correspondence and the original request for disputes or audits.

Electronic Signature
Templates
Insurance
Insurance Loss Runs Request

Insurance Loss Runs Request

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

To: Insurer/Claims Department: Attention:

Insured / Requestor Information

Insured Name Insured Address

Date of Birth:

Tax ID / SSN (if required):

Broker / Agent (if applicable)

Contact Name:

Phone:

Email:

Policy Information

Insurer Policy Number(s)

Policy Type:

NAIC / Company Code:

Policy Period Requested From: To:

Requested Loss Runs Content

Include the following information (check all that apply):

Coverage Types General Liability Property Automobile Liability/Physical Damage Workers' Compensation Professional Liability / E&O Umbrella / Excess

Loss Run Detail Requested Include open and closed claims Include reserve amounts and case reserves Include paid amounts and payment dates Include cause of loss / loss description Include adjuster notes and file status (if available)

Delivery Instructions

Preferred Delivery Method: Email Fax Mail

Deliver To (Name / Company) Delivery Address / Email / Fax

Fees, Timing, and Conditions

The Insured acknowledges that reasonable fees may be charged for retrieval, reproduction, and delivery of loss runs. Requested loss runs are generally produced within a reasonable period after receipt of this signed request and any required fees. The Insurer may redact or withhold information only to the extent required by applicable law.

Requested turnaround (if different from standard):

Authorization, Release, and Certification

By signing below, the undersigned Authorized Representative of the Insured certifies that they have authority to request and receive the loss history for the policy(ies) listed above, and hereby authorizes the Insurer, its affiliates, and its agents to release complete loss runs, claims files, and related information, including open and closed claim status, reserves, payments, adjuster notes, and loss descriptions, to the Authorized Recipient identified in this request.

The undersigned further acknowledges and agrees that:

The Insurer's provision of loss runs does not constitute an admission of coverage, liability, or waiver of any defense.
The Insurer may charge reasonable retrieval and reproduction fees, which shall be paid by the Insured or Authorized Recipient as agreed in advance.
The Insured releases and agrees to indemnify and hold harmless the Insurer, its employees, agents and representatives from any liability arising from the release or use of the loss runs by the Authorized Recipient, except to the extent caused by the Insurer's gross negligence or willful misconduct.
The Insurer will exercise reasonable care in providing requested records but does not warrant completeness or error-free content; the Insurer shall not be liable for reliance on such records beyond the limits of applicable law.

Optional Conditions / Special Instructions

Exclusions and Limitations

The Insurer may exclude from the response any documents or information protected by law, including privileged communications, confidential medical information where disclosure is restricted, or personal data that cannot be released without additional authorization. This request does not obligate the Insurer to create new reports or to perform supplemental analyses beyond the Insurer's standard loss run format.

Beneficiary Information (if applicable)

Primary Beneficiary Name:

Relationship:

Allocation Percentage:

Additional Remarks / Attachments

Supplemental Information

Attached documentation included with this request (check as applicable):

Signed authorization / release form from Insured Proof of identity / corporate authorization Power of attorney or other authorization (if applicable)

Certification and Signature

I certify under penalty of perjury that I am authorized to make this request on behalf of the Insured named above, that the information provided on this form is true and correct to the best of my knowledge, and that I have read and accept the conditions set forth in this request.

Printed Name:

Title / Capacity:

Signature:

Date Signed:

Phone / Contact:

What an Insurance Loss Runs Request Is

An Insurance Loss Runs Request is a written or electronic request sent to an insurer or prior carrier asking for a detailed history of claims and paid losses for a policyholder. Loss runs typically list claim dates, paid amounts, reserves, status, claim codes, and short descriptions for a stated period. Brokers, underwriters, risk managers, and buyers use loss runs to evaluate coverage history, premium experience, and recurring exposures before renewal, placement, or acquisition.

Why Requesting Loss Runs Matters

Insurance Loss Runs Requests provide a factual claims history that supports underwriting, pricing, and risk selection. They identify recurring exposures, validate loss control measures, and supply documentary evidence often required by new carriers, brokers, or purchasers.

Who Requests and Uses Loss Runs

Brokers, risk managers, and underwriters commonly request loss runs to assess prior claims, exposures, and underwriting suitability.

Insurance brokers: gather loss runs to support submissions, compare carriers, and disclose claims during placement.
Policyholders: request their own loss history to resolve discrepancies and provide documentation for renewals.
Underwriters: use loss runs to set reserves, rate accounts, and accept or decline risk.

Access to loss runs should be limited to authorized representatives with written consent or documented authority from the policyholder.

Representative Roles That Handle Loss Runs

Broker — Senior Producer

Brokers request loss runs to prepare accurate submissions, compare historical loss experience, and advise clients on coverage gaps. They must collect signed authorizations, reconcile carrier data with client records, and present a consolidated loss narrative to underwriters.

Risk Manager — Corporate

Corporate risk managers use loss runs to track recurring incidents, validate vendor and control effectiveness, and support retention or transfer decisions. They coordinate with claims, legal, and finance to reconcile internal incident logs with insurer-provided reports.

Step-by-Step: Preparing and Sending the Request

Follow these steps to prepare and submit an Insurance Loss Runs Request to an insurer or prior carrier.

01

Step 1: Identify the policy and coverage period to request.
02

Step 2: Provide insured name, policy number, and authorized requester contact.
03

Step 3: Specify date range and any data delivery format required.
04

Step 4: Send request in writing; record date sent and follow up.

Typical Digital Workflow Configuration

Common online setup options for requesting and receiving insurer loss runs via digital workflows securely.

Field	Configuration
Request Method	Email, portal upload, or broker portal.
Authentication	Email link, SMS code, or carrier SSO.
File Format	Secure PDF preferred; CSV for data exports.
Retention	Save signed request and delivery receipt.

Delivery Channels, File Formats, and Security Expectations

Typical delivery channels, file formats, and platform requirements for submitting and receiving loss runs electronically.

Supported Formats: PDF, CSV, and secure portal exports.
Integrations: Integrates with Salesforce, NetSuite, Google Workspace.
Security: TLS 1.2/1.3 in transit; AES-256 at rest.

How the Request and Delivery Workflow Operates

Typical workflow for requesting and receiving loss runs from carriers using digital or written methods.

Prepare Request: Gather policy and claimant details.
Send to Carrier: Email, portal upload, or broker submission.
Carrier Process: Carrier validates and compiles loss runs.
Receive Records: Download, review, and archive signed runs.

Core Elements of a Professional Loss Runs Request

Essential elements of a professional Insurance Loss Runs Request ensure clarity, compliance, and faster retrieval of accurate claim histories from insurers or prior carriers.

Header

Include date, insured name, policy number, carrier name, and contact details. State whether request is for declarations, claims, or both, and include preferred delivery method and deadline for response.

Authorization

Attach a signed authorization or letter of representation for third-party requests. Include printed name, relationship, and signature date to satisfy carrier release policies and expedite processing.

Scope

Clearly define date range and whether to include closed, open, paid, and reserved claims. Specify claimant names and claim numbers if available to narrow searches.

Format

Specify preferred file format (secure PDF, CSV, or portal export) and whether you need an audit trail or certified statement from the carrier.

Purpose

State the purpose of the request (renewal, acquisition, underwriting). Transparency can reduce carrier review time and improve response accuracy.

Follow-up

Record submission date, method, and contact. Schedule a follow-up timeline and keep copies of correspondence to support appeals or corrections.

Security and Compliance Considerations

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

HIPAA: BAA required for PHI

Audit Trail: Timestamp, IP, action log

Certifications: SOC 2 Type II, ISO 27001

Regulatory Acts: ESIGN and UETA compliance

Timeframes to Keep in Mind

Key timeframes and expectations for submitting loss runs to meet renewal, acquisition, or underwriting deadlines.

Before Renewal:

Request at least 30–60 days prior to renewal.

Underwriting Submission:

Include loss runs when requested during application review.

Carrier Response Window:

Allow 10–30 business days for carrier processing.

Follow-up Timing:

Send a reminder 7–10 business days after initial request.

Record Retention Start:

Retention begins on the request or receipt date.

Key Milestones from Request to Recorded File

Sequential milestones from preparing the request to final incorporation of loss runs into underwriting files.

01

Prepare and Authorize

Draft request and obtain signature or authorization.

02

Submit to Carrier

Email or upload via carrier portal or broker.

03

Carrier Compiles Runs

Insurer verifies records, compiles report, and may redact.

04

Review and Archive

Validate data, request corrections, and store with policy file.

Common Preparation Errors to Avoid

Not specifying exact policy number and coverage dates leads insurers to return incomplete or broader reports, causing delays in underwriting and inaccurate risk assessment.
Failing to include signed authorization when a third party requests loss runs often causes insurers to deny or redact claim details until proper documentation is received.
Requesting ambiguous date ranges or not indicating desired file format (PDF vs CSV) causes back-and-forth and slows processing, increasing risk of missed renewal deadlines.
Not retaining delivery receipts and correspondence prevents evidence for disputes and regulatory inquiries if carriers later report errors or withhold records.

Risks and Potential Consequences

Missing Authorization: Carrier may refuse release.

Regulatory Fines: State fines for noncompliance.

Coverage Impact: Underwriting denial or surcharge.

Legal Exposure: Incomplete records hinder defense.

Operational Delay: Renewal or closing delays.

Data Errors: Incorrect premiums or reserves.

Practical Tips for Accurate, Efficient Requests

Practical guidance to ensure loss runs requests are efficient, complete, and accepted by carriers without unnecessary delay.

Use exact policy identifiers and coverage dates

Always provide the precise policy number, named insured, and MM/DD/YYYY coverage dates. Include DBA names where applicable. Precise identifiers reduce search time and avoid carrier-produced reports that omit relevant claims.

Attach signed authorization when requester is not insured

When a broker, attorney, or third party requests loss runs, attach a signed authorization naming the requester and granting permission. Include a printed name, date, and relationship; carriers routinely reject unsigned requests.

Specify format and include delivery instructions

State if you want secure PDF, CSV data export, or portal access. Provide a secure upload address or encrypted email instructions. Clear format instructions prevent conversion errors and facilitate automated ingestion into underwriting systems.

Keep an audit trail of communications and receipts

Record request dates, carrier acknowledgments, delivery receipts, and any corrections. Maintain prior runs for trend analysis and dispute resolution. An audit trail supports regulatory inquiries and helps resolve discrepancies.

eSignature Provider Comparison Relevant to Loss Runs Requests

Pricing and feature comparison for common eSignature vendors relevant to submitting Insurance Loss Runs Requests.

	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	Yes, 7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes (Premium tier)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Varies	Varies	Varies	Varies
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Practical Use Cases: Renewal and Due Diligence

Real-world scenarios showing typical uses of loss runs for underwriting, renewal, and M&A due diligence.

Commercial Renewal

A mid-size manufacturing firm requested five years of loss runs to support renewal negotiations after experiencing several property claims.

Loss runs revealed recurring equipment failures.
Underwriters adjusted coverage terms and recommended targeted risk-control measures; the insured used the detailed history to justify a deductible change and plan capital expenditures to reduce future loss frequency.

Acquisition Due Diligence

A buyer requested historical loss runs when considering acquisition of a regional retail chain with multiple liability claims.

Data informed purchase price adjustments.
The loss runs identified concentrated exposures at several locations; the buyer negotiated indemnity carve-outs and escrow amounts until corrective measures were documented and verified.

Frequently Asked Questions About Loss Runs Requests

Common questions and practical answers about preparing, submitting, and receiving Insurance Loss Runs Requests electronically and in writing.

Need help? Contact support

How long until I receive loss runs?
Response times vary by carrier and state law; many insurers respond within 10–30 business days after a valid written request. Electronic portals or broker relationships may speed delivery; retain the request date to document follow-up.
What information must the request include?
Include the insured's full legal name, policy number, coverage period, claimant names if known, and requester contact information. Specify the date range and preferred delivery format. Include signed authorization if requester is not the named insured.
Can loss runs be delivered electronically?
Yes; many carriers provide loss runs via secure PDF or portal export. For electronic delivery, confirm file format, whether the file includes an audit trail, and any encryption requirements. Retain copies and verify completeness against policy records.
Who can request loss runs on a policyholder's behalf?
Authorized agents, brokers, attorneys, or designated representatives may request loss runs if they hold written permission or power of attorney. Some carriers require a signed release or corporate letter of authorization on company letterhead before releasing claim details.
What if the insurer refuses to provide loss runs?
If an insurer declines, request a written denial explaining the legal basis. Consult the state insurance department complaint procedures; many regulators require carriers to provide loss runs on request. Consider involving your broker or legal counsel to obtain records.
How should I verify loss run accuracy?
Cross-check claim dates, amounts, reserve changes, and claimant names against internal incident logs and paid claim invoices. Flag discrepancies in writing to the insurer and request corrected runs. Keep audit trails of correspondence and the original request for disputes or audits.

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