Loss Run Request Letter Template

When and why to send a loss run request letter

A loss run request letter is the standard way to ask a carrier for the claims history on a policy. You'll send one whenever you need loss runs for a renewal submission, re-marketing exercise, or new business application that requires prior claims history.

A well-structured request — with all the required information upfront — reduces back-and-forth and gets you the loss runs faster. Incomplete requests are the #1 cause of carrier delays.

Who to address it to

This matters more than most people think:

• Large national carriers — Send to the claims service center, not your underwriter or marketing rep. Many carriers have a dedicated loss run request email address (check their agent portal).
• Regional carriers — The main claims department phone number or email on the policy dec page.
• MGAs — For surplus lines or program business, the MGA usually handles loss run requests on behalf of the carrier.

Required elements

Every loss run request must include:

• Named insured — Exactly as it appears on the policy (including "Inc.," "LLC," d/b/a names)
• Policy number — Current and prior policy numbers if requesting multi-year history
• Policy period — Which years you need (typically current + 4 prior = 5 years total)
• Years of history — Explicitly state how many years of loss runs you need
• Requester information — Agency name, agent of record status, contact person, email, and phone

Template: Commercial lines request

Template: Personal lines request

Tips for faster turnaround

• Send early — Request loss runs 60-90 days before the renewal date, not 30
• Use the carrier's preferred method — Portal download is fastest; check before emailing
• Follow up on day 5 — If you haven't received a response, call the claims service center directly
• Batch by carrier — If you have multiple accounts with the same carrier renewing in the same period, consolidate into one request

What to do when you receive the loss run

Once the loss run arrives as a PDF:

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

That last step — extracting structured data from the PDF — is where LossRunGuru saves you the most time. Upload the carrier PDF, get clean data back in Excel, CSV, or JSON. No manual re-keying.