How to Request a Loss Run Report — Step by Step
Requesting a loss run should be simple — but anyone who’s done it knows it can be surprisingly frustrating. The right contact is hard to find, response times vary wildly, and missing a single field in your request can add days to the process.
This guide walks through the loss run request process step by step, with practical tips for getting faster responses.
Step 1: Identify the correct carrier contact
This is where most delays start. Loss run requests need to go to the carrier’s claims department (not underwriting, not your marketing rep). Specifically:
- Large national carriers (Travelers, Hartford, Liberty Mutual, CNA) — Many have dedicated loss run request portals or email addresses. Check the carrier’s agent-facing website first.
- Regional carriers — Usually handled via their main claims service center. Call the claims number on the policy declarations page.
- Managing general agents (MGAs) — For surplus lines or specialty programs, the MGA may handle loss run requests on behalf of the carrier.
Pro tip: Build a carrier contact spreadsheet with the correct loss run request method for each carrier you work with. This saves time on every subsequent request.
Step 2: Gather required information
Before you send the request, have this information ready:
- Named insured — Exactly as it appears on the policy (including “Inc.,” “LLC,” “d/b/a” variations)
- Policy number — Current and any prior policy numbers if you need multi-year history
- Policy period — Which policy years you need loss runs for (typically current + 4 prior years = 5 years total)
- Line of business — GL, commercial auto, workers’ comp, property, umbrella, etc.
- Requesting party information — Your agency name, agent of record confirmation, and contact info
Missing any of these — especially the exact named insured or policy number — is the #1 cause of delayed responses.
Step 3: Write and send the request
Keep the request brief and include all required information upfront. Here’s the format that gets the fastest response:
Subject: Loss Run Request — [Named Insured] — Policy #[Number]
Please provide five-year loss runs for the following:
Named insured: [Full legal name] Policy number: [Current policy number] Policy period: [Effective date] to [Expiration date] Line(s) of business: [GL, Auto, WC, etc.] Years requested: [Current + 4 prior years]
Requesting agency: [Your agency name] Agent of record: [Confirmation or agency code] Contact: [Your name, email, phone]
Please send the loss runs in PDF format to [email address].
Thank you.
For a ready-to-use version, download our Loss Run Request Letter Template.
Step 4: Follow up — timelines and escalation
Expected response times by carrier type:
| Carrier Type | Typical Turnaround | When to Follow Up |
|---|---|---|
| Self-service portal | Immediate to same-day | N/A |
| Large national carrier | 3-5 business days | Day 5 |
| Regional carrier | 5-10 business days | Day 7 |
| MGA / specialty | 7-14 business days | Day 10 |
If you haven’t received the loss run by the follow-up date:
- Call the claims service center directly (email follow-ups often get buried)
- Reference your original request date and any confirmation/reference number
- If still no response after 2 follow-ups, escalate to your carrier marketing rep
Step 5: What to do when you receive the loss run
Once the loss run arrives (usually as a PDF attachment):
- Verify completeness — Does it cover all requested years? All lines of business?
- Check the named insured — Make sure it matches the account you need it for
- Scan for open claims — Note any active reserves that could affect the submission
- Extract the data — Transfer the key fields into your AMS, spreadsheet, or submission summary
This last step — extracting the data — is where most of the manual labor happens. Every carrier formats their loss runs differently, so you’re re-keying data from a PDF into whatever format your workflow requires.
This is exactly the step LossRunGuru automates. Upload the PDF, get structured data back, export to Excel, CSV, or JSON.
Batch-requesting multiple loss runs
For agencies handling renewals at scale, requesting loss runs one at a time is inefficient. Tips for batching:
- Set calendar reminders — Request loss runs 60-90 days before expiration, not 30. This gives you buffer for carrier delays.
- Batch by carrier — If you have 10 Hartford accounts renewing in the same month, send one consolidated request listing all 10.
- Track requests in a spreadsheet — Log the date requested, carrier, expected turnaround, and status. This prevents accounts from falling through the cracks.
Common mistakes that delay delivery
- Sending the request to the wrong department (underwriting instead of claims)
- Using an outdated policy number or a previous named insured
- Not specifying the number of years needed
- Requesting loss runs for a line of business not on the policy
- Forgetting to confirm your agent of record status (carriers won’t release loss runs to non-AOR agents without authorization)