How to Get Loss Runs from Insurance Carriers

What are loss runs?

Loss runs (also called loss history reports or claims experience reports) are documents from insurance carriers that summarize all claims filed against a policy over a specific period. They typically include claim dates, descriptions, amounts paid, reserves, and claim status.

Agencies need loss runs for renewal marketing, new business submissions, and claims reviews. Most carriers provide them as PDF reports — which then need to be manually reviewed or extracted into your AMS or spreadsheet.

Step 1: Determine what you need

Before contacting any carrier, gather this information:

• Named insured — exactly as it appears on the policy (including "Inc.," "LLC," d/b/a names)
• Policy number(s) — current and prior if requesting multi-year history
• Policy period — which years you need (typically current + 4 prior = 5 years total)
• Lines of business — GL, WC, auto, property, umbrella, etc.

Most carriers require that you are the current agent of record. If the agency recently took over the account, you may need to provide a broker of record letter first.

Step 2: Find the right carrier contact

This is where most requests get delayed — sending to the wrong department or email address.

• Large national carriers (Hartford, Travelers, CNA) — have dedicated loss run request email addresses or portal downloads. Check the agent portal first.
• Regional carriers — use the claims department contact on the policy declarations page.
• MGAs and program business — the MGA typically handles loss run requests on behalf of the underlying carrier.

Browse our carrier directory for contact details and request methods for 20+ major commercial carriers.

Step 3: Send a formal request

You have three options for the request format:

• Free-form letter — Most carriers accept a professional letter with all required details. This is the most common approach. Use our free letter generator to create one in seconds.
• ACORD 35 form — The industry-standard form for loss run requests. Some carriers require it. Learn more about the ACORD 35.
• Carrier portal — Some carriers let you download loss runs directly from their agent portal. This is the fastest option when available.

Step 4: Follow up

Standard turnaround is 3-10 business days depending on the carrier. If you haven't received a response:

• Day 5: Call the claims service center directly (not your marketing rep)
• Day 10: Escalate to your underwriter or regional manager
• Day 15+: File a formal complaint with your state DOI if the carrier is non-responsive

Pro tip: Request loss runs 60-90 days before the renewal date, not 30. This gives you time for follow-ups and avoids last-minute scrambles.

Step 5: Extract the data

Once the loss run arrives as a PDF, you need to:

1. Verify it covers all requested years and lines of business
2. Check the named insured matches your account
3. Note any open claims, large reserves, or adverse trends
4. Extract the data into your AMS, spreadsheet, or submission package

That last step — extracting structured data from the PDF — is the most time-consuming part of the process. Every carrier formats loss runs differently, and manually re-keying data is tedious and error-prone.

Common mistakes to avoid

• Incomplete requests — Missing policy numbers or named insured variations cause delays
• Wrong contact — Sending to your underwriter instead of the claims department
• Waiting too long — Starting the process 2 weeks before renewal leaves no room for follow-up
• Not specifying years — If you don't say "5 years," you might only get the current policy year
• Forgetting lines of business — Request all lines at once rather than making multiple requests