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Loss Run Requests for U.S. Agents: Portal First, Copy This Template

October 12, 2026
Loss Run Requests for U.S. Agents: Portal First, Copy This Template

To get loss runs, check the carrier's policyholder or agent portal first since many insurers post currently valued reports there for instant download. If the portal is not an option, send a dated written request to the carrier's loss-run contact with the named insured, policy number, requested years of history, a valuation date, and the recipient's name and email. Response times vary by state and carrier, so confirm the governing state's rules before you wait on a reply.

TL;DR:

  • Confirm the receiving underwriter’s required history and valuation date first; requests commonly cover three to five years, but requirements vary by insurer.
  • Use the carrier’s portal when available; otherwise, send a dated request through its designated route with the exact insured name, policy numbers, and recipient details.
  • Include written authorization when a third party requests reports, agent producer codes when applicable, and a business email because reports may contain personal injury details.
  • Response deadlines depend on the policy’s governing state; Florida requires a reply within 15 calendar days, but that deadline is not nationwide.
  • Underwriters weigh recent claim frequency and severity heavily, so briefly explain losses because the latest two or three years can outweigh a longer clean history.
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Table of Contents

What a loss run report shows and why carriers ask for it

A loss run report is the claims history an insurance carrier keeps for a policy or account. It lists the data underwriters need to judge risk, not a summary of coverage terms. According to ASCE Insurance's explainer, a typical report includes:

  • Policy number, named insured, and coverage dates for each policy period
  • Loss dates, claim descriptions, and whether each claim is open, closed, or reopened
  • Paid amounts to date and remaining reserves set aside for unresolved claims

Most commercial underwriters ask for three to five years of history, though the receiving insurer sets the exact period it wants, so confirm it before you request anything. Underwriters use the pattern of claims, how often they happen and how costly each one runs, to judge frequency and severity, which feeds directly into how a policy gets priced. A loss run is evidence of risk, not a verdict on it, which is why a short narrative explaining any claim often matters as much as the numbers themselves.

Who can request loss runs and what carriers require to release them

Three types of requesters typically approach a carrier: the insured directly, the agent of record, and a prospective insurer or broker trying to remarket the account. Each faces slightly different rules, and mixing them up is a common reason requests stall.

Carriers generally ask for:

  • The named insured exactly as it appears on the policy, with no abbreviations or nicknames
  • Policy numbers for every period requested, since a single account can span multiple policy terms
  • A producer code when an agent is requesting on behalf of a client
  • Written authorization from the insured when a third party, such as a new carrier, is asking for the history

Secure handling matters as much as the paperwork. Loss runs contain claim details and sometimes personal injury information, so route them to a business email tied to the agency or company, never a personal inbox, and confirm the recipient before the carrier sends anything.

Pro Tip: Ask the carrier to confirm the exact spelling of the named insured on file before submitting your request; a mismatch is one of the most common causes of delay.

How to request loss runs step by step, with a template you can copy

Before you write a single word to the carrier, find out what the receiving market actually needs. Some underwriters want five years of currently valued loss runs; others are satisfied with three years as of the expiration date. Skipping this step means you may have to request everything twice.

  1. Call or email the underwriter or broker who will use the report and confirm the required years of history and the valuation date.
  2. Check whether the carrier offers a policyholder or agent portal, since a portal download is almost always faster than a manual request, per Relay's carrier-by-carrier guidance.
  3. If no portal applies, locate the carrier's documented loss-run request route, whether that is a specific form, a designated email inbox, or an agent service center.
  4. Send a dated written request containing every required field, plus authorization language if you are requesting on someone else's behalf.
  5. Log the date sent, the recipient, and the method, then follow up within a week if you have not heard back.

Here is a template you can adapt for most carriers:

Subject: Loss Run Request, Policy Number [XXXXX]

To [Carrier Loss Run Department],

Please provide a currently valued loss run report for the following policy: Named Insured: [Exact Legal Name]. Policy Number(s): [XXXXX]. Requested History: [3-5 years]. Valuation Date: [MM/DD/YYYY]. Please send the report to [Recipient Name, Email]. If written authorization is required, please advise and I will provide it promptly.

Thank you, [Your Name, Agency, Phone, Producer Code if applicable]

Keeping a dated copy of every request protects you if a carrier runs past its expected turnaround.

Finding the right carrier portal, form, or delivery route

Every carrier handles loss-run requests a little differently, and guessing wrong is the fastest way to lose a week. Some insurers maintain self-service portals where agents or policyholders can download currently valued reports on demand, skipping the request process entirely. Others require a specific form submitted through an agent service center, and a smaller group still relies on a designated loss-run email inbox rather than the general claims line.

Sending your request to the wrong address, a generic claims inbox instead of the documented loss-run route, is one of the most common causes of delay, according to Relay's directory of carrier request routes. Before you send anything, check the carrier's agent portal or website for a loss-run-specific page.

A quick checklist before you hit send:

  • Confirm you have the full policy number, not just an account or quote number
  • Verify the recipient's name and email address are current
  • Include your producer code if you are requesting as the agent of record

Pro Tip: Bookmark the loss-run request pages for the carriers you work with most; the five minutes it saves per request adds up fast across a busy renewal season.

Why response deadlines vary from state to state

State law governs how quickly a carrier must respond to a loss-run request, and no single deadline applies nationwide. Florida offers one of the clearest statutory examples: under Florida Statute 627.444, an insurer must provide a loss-run statement within 15 calendar days of a written request and generally covers up to five years of history, with the first annual request provided at no charge.

Other states set different timelines or leave the matter to carrier practice rather than statute, so Florida's rule should not be treated as a national standard. Before you assume a deadline applies, check a few things:

  • Confirm which state governs the policy, since that is not always the state where the business operates
  • Look up that state's insurance department guidance on loss-run or claims-history requests
  • Treat any deadline you find as specific to that jurisdiction, not a universal rule

An agency's practical tips for faster loss-run turnaround

A few habits consistently cut down on back-and-forth with carriers. Pair every loss run with a short written narrative explaining any claim, since underwriters read the numbers faster when they understand the context behind them. Confirm portal access yourself before asking a client to track down a login, and keep a simple log of every request: date sent, recipient, and method, so you have a record if a carrier runs past its expected turnaround.

If requesting or interpreting loss runs for a renewal or new quote feels like more than you want to manage alone, consider how reps and warranties insurance can support M&A teams with transactional risk management, complementing these reports we work with daily across home, auto, and commercial lines.

What the data actually tells you, and what gets overstated

The conventional advice treats loss-run requests as a formality, a box to check before a renewal. That undersells how much a clean, well-documented request actually speeds up underwriting. Carriers do not reward persistence; they reward precision. A request with the exact named insured, correct policy numbers, and a clear valuation date moves faster than three follow-up emails ever will.

What the data actually tells you, and what gets overstated — overview diagram

What gets overrated is the five-year history itself. Underwriters care less about how many years you can produce and more about whether the recent pattern, the last two or three years, shows controlled frequency and severity. A long clean history with one messy recent year still raises questions a narrative can answer better than raw numbers alone.

What the reader should prioritize first is simple: confirm the portal route before writing a manual request, and always ask the receiving underwriter what valuation date they actually need. Skipping that second step is the most common reason agents request the same report twice.

— Mike

Let us request and interpret your loss runs for you

Chasing down carrier portals, tracking valuation dates, and decoding paid-versus-reserved figures takes time most business owners do not have during a busy season. We offer assistance handling this process, including requesting loss runs, interpreting their impact on renewals, and exploring carrier options based on the results.

M F and T North America

If you are heading into a renewal or remarketing your commercial coverage, our business insurance services team can take the loss-run process off your plate and help you understand what underwriters will see. Reach out and we will get started.

FAQ

How do I request loss runs?

Check the carrier's portal first, since many insurers let policyholders or agents download currently valued reports directly. If no portal applies, send a dated written request with the named insured, policy number, requested history, valuation date, and delivery recipient to the carrier's documented loss-run contact.

Are insurance companies required to provide loss runs?

Whether an insurer must provide a loss run depends on the state governing the policy. Florida law, for example, requires insurers to provide a loss-run statement within 15 calendar days of a written request, but other states set different rules, so check the policy's governing jurisdiction.

How long does an insurance company have to send loss runs?

There is no single nationwide deadline. Under Florida Statute 627.444, carriers have 15 calendar days to respond to a written request, but other states follow different timelines, so confirm the rule in the policy's governing state.

What are 5-year loss runs?

A five-year loss run is a claims history report covering the most recent five policy years, a common period underwriters request when evaluating commercial risk. The exact period required varies by insurer and by line of business, so confirm it with the receiving underwriter before you submit your request.

How do loss runs differ from a CLUE report?

A loss run is carrier-specific and typically covers one policy or account in detail, including claim status, paid amounts, and reserves. A CLUE report pulls claims history across multiple insurers for a property or individual, making it a broader but less detailed snapshot than a carrier's own loss run.

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