A loss run request letter asks an insurance carrier or agent for a report of claims associated with a policy or account. Use the printable template below, filling in the insured’s details, policy information, requested dates, and any authorization the recipient requires.
What a Loss Run Shows
A loss run is a claims-history report for an insurance policy or group of policies. It commonly lists reported claims and may show dates, descriptions, claim status, payments, reserves, and amounts the insurer has recorded. The exact fields and terminology vary by carrier, policy type, and report format. A report may show no claims, or it may show claims that are still open as well as those that have been closed.
Businesses often request loss runs while reviewing insurance options, preparing for a renewal, changing brokers, or checking their own claim records. A prospective insurer may ask for the reports as part of its underwriting review. The document is a record of information maintained by the insurer; it is not necessarily a complete explanation of coverage, liability, or the final outcome of a claim.
When to Request a Loss Run
Request the report early enough to review it before a renewal or insurance application deadline. Processing time varies, and the recipient may need to confirm identity, locate older policy records, or obtain a signed authorization. If a broker is coordinating the request, clarify whether the broker will send it and follow up or whether the policyholder must contact the carrier directly.
Many requests specify several prior policy years, but there is no single period that applies to every situation. Ask the agent, carrier, or requesting organization which years it needs. Be precise about the dates: “the last five years” can be interpreted differently depending on whether the recipient counts calendar years, policy years, or a particular start and end date.
Loss Run Request Letter Template
Blank template
Date: ______________________________
To: ______________________________
Insurance carrier or agent: ______________________________
Address or email: ______________________________
Subject: Request for loss runs
Dear ______________________________,
Please provide loss runs for the insured named below for the policy period or periods listed. Please include all available claims, including open and closed claims, and indicate the report’s valuation date and any claim status or payment information shown in your standard report.
Named insured: ______________________________
Additional insured or related entity, if applicable: ______________________________
Policy number or numbers: ______________________________
Type of coverage: ______________________________
Requested period, from: ____________________ to: ____________________
Please send the report by: ______________________________
Preferred delivery method or address: ______________________________
I am authorized to make this request on behalf of the named insured. Please let me know if you require a signed release, identity verification, or another form before processing it.
Name: ______________________________
Title or relationship to insured: ______________________________
Phone: ______________________________
Email: ______________________________
Signature: ______________________________
Date signed: ______________________________
Thank you,
______________________________
Sample — fictional details
October 12, 20XX
To: Claims Records Department
Insurance carrier or agent: Example Mutual Insurance
Subject: Request for loss runs
Please provide loss runs for fictional business Cedar Lane Bakery for its business liability policy, number EX-2048, covering January 1, 20XX through December 31, 20XX. Please include available open and closed claims and show the report’s valuation date. I am authorized to request these records for the named insured. Please email the report to records@example.invalid or advise me if a signed release is needed.
Fictional requester: Morgan Lee, Office Manager
Signature: Morgan Lee
What Information to Include
Enough identifying detail helps the recipient find the right account and avoids an unnecessary round of questions. Include information that matches the policy records rather than relying on a trade name alone. If the business has changed names or has related entities, explain which insured or entity the request covers.
- Named insured: Use the name shown on the policy declarations, and list any related entity whose records are also needed.
- Policy details: Provide policy numbers, coverage type, and known policy dates. If you do not know a number, state that and provide other identifying details.
- Requested date range: Give exact start and end dates or identify the policy terms requested.
- Report details: Ask for open and closed claims and, if useful, the report’s valuation date. You can request the carrier’s standard report rather than prescribing fields it may not provide.
- Requester and delivery: Include your name, role, contact details, and a secure delivery preference.
- Authorization: State your relationship to the insured and ask whether a release or other verification is required.
For a company with multiple locations, subsidiaries, or policy types, spell out whether you want one entity, several entities, or the entire account. A broad request may return more records than intended, while a narrowly worded request may omit a policy or entity relevant to the purpose.
How to Send and Follow Up
Use the contact method specified by the carrier or agent, such as its records department, customer service channel, or secure document portal. If you already have an agent, ask whether they can submit the request on your behalf and what authorization they need. Keep a copy of the letter and note when and where it was sent.
- Confirm the recipient and the required submission method.
- Complete the letter and check names, policy numbers, coverage types, and dates.
- Attach only the authorization or identity documents the recipient requests, using an appropriate secure method.
- Record the date sent and any reference number or confirmation.
- If the expected response time passes, follow up politely with the original request date and the insured’s identifying details.
A simple follow-up can say that you are checking on a request sent on a particular date, restate the policy number and period, and ask whether anything else is needed. Avoid sending repeated copies to unrelated addresses, since that can create duplicate requests or expose information unnecessarily.
Authorization and Privacy
An insurer may limit access to policy or claims information to the policyholder or an authorized representative. Requirements vary: a carrier might accept a request from a listed contact, or it may ask for a signed release, proof of authority, or a carrier-specific form. The template’s authorization statement is a useful starting point, not a guarantee that it meets every recipient’s rules.
Do not include sensitive personal information, such as a Social Security number, unless the recipient specifically explains why it is required and provides an appropriate way to submit it. Verify the recipient’s address before sending records or identity documents. If a broker, former employee, or other representative is making the request, confirm that the insured has authorized that person to receive the report.
Common Problems and How to Resolve Them
No response: Check that the request went to the right department and ask whether it was received. Include the original submission date and any confirmation number when following up.
The recipient asks for more information: They may need a policy number, exact dates, a clearer insured name, or a signed release. Reply with the requested item and keep a copy of what you provide.
The report covers the wrong period or entity: Compare the report against the dates and named insureds in your request. Point out the specific gap and ask whether the recipient can issue a corrected report or a separate report for the missing policy term or entity.
The report appears incomplete: A missing claim does not by itself establish why it is absent. Confirm that the relevant policy and date range were included, and ask the carrier or agent to explain the report’s scope. Some reports organize claims by policy, coverage, or another identifier, so check those details before assuming a record is missing.
Amounts or status are unclear: Terms such as paid, reserve, incurred, open, and closed can have specific meanings within a carrier’s reporting system. Ask the report provider to explain its labels and the date through which the information is current. Do not treat a reserve as a guaranteed future payment or a final claim amount.
How to Review the Report
Start by checking that the named insured, policy type, policy number, and dates match what you requested. Then look for the report’s “as of” or valuation date. A report reflects information recorded by that date, so activity after it may not appear. If the document is intended for another organization, check whether that organization requires a particular age, format, or range of policy years.
Review each listed claim for basic consistency, such as the reported date, brief description, status, and amounts. If something looks unfamiliar or seems inconsistent with your records, contact the carrier or agent for clarification. Keep the report with your insurance records and limit access to people who need it. A loss run is useful for documenting claims history, but it does not replace the policy itself or resolve questions about coverage. For a situation that requires legal, insurance-coverage, or financial advice, ask a qualified professional.
Loss Runs Compared With Other Records
A loss run is not the same as a certificate of insurance, a policy declarations page, or an individual claim file. A certificate summarizes certain coverage information for a stated purpose; a declarations page summarizes key policy details; and a claim file may contain more detailed correspondence and investigation records for a particular claim. A loss run provides a claims-history view, often across multiple claims or policy periods, but its level of detail varies.
It also differs from a no-loss letter, which is a statement by an insured that it is not aware of losses during a stated period. A no-loss letter is not a carrier-generated loss run and may not satisfy a recipient that specifically requests carrier records. If someone asks for “loss runs or a no-loss letter,” confirm which option is acceptable before substituting one for the other.
Frequently Asked Questions
Who can request a loss run?
The policyholder or an authorized representative can usually begin the request, but the carrier decides what verification is needed. An agent may also be able to request it for a client, subject to the carrier’s process and the client’s authorization.
How many years of loss runs should I request?
There is no universal number of years. Ask the insurer, agent, or organization requesting the reports which policy periods it needs, then state the exact dates in your letter.
How long does a loss run request take?
Timing varies by carrier, record availability, and whether the request is complete. Ask the recipient for its current processing estimate, and submit the request early if you have a renewal or application deadline.
Can I request a loss run if there were no claims?
Yes. You can request the carrier’s report for the policy period even if you believe there were no claims. The report may show no claims or the carrier may direct you to another process; a self-prepared no-loss letter is a different document.
What should I do if a loss run contains an error?
Contact the carrier or agent, identify the exact entry or missing information, and provide relevant policy details. Ask how the record can be reviewed or corrected, and retain the response and any updated report.