Loss Run Request Letter: Template, Email and Follow-Up

A loss run request letter asks an insurance carrier to release a business's claims history, usually for the last three to five years. The insured signs an authorization, the agent sends it to each prior carrier, and some states give carriers a fixed number of days to answer. Templates for both letters, an email version and a follow-up are below.

Key Takeaways

• A loss run request needs two signed pieces, not one: the insured's authorization and the request letter itself, per carrier.
• Five states — California, Florida, Kentucky, New York and Oregon — set a legal deadline we verified on the statute; others do too, so check your state's code, and otherwise put the carrier's own stated turnaround in writing and track it yourself.
• The real time sink isn't the carrier. It's getting the insured to sign and send what they already hold, across every prior carrier — that's the chase a workspace like DokuTrak takes off your plate.

What is a loss run (and a loss run request)?

A loss run is a carrier's report of the claims filed under a business's policies: dates, descriptions, amounts paid, amounts reserved, and whether each claim is open or closed. A loss run request is the written ask for that report, sent by the insured or by an agent the insured has authorized. Underwriters use it to price a new policy.

California's own insurance code describes the report as "a list of individual claims detailed by date of claim and total incurred and paid losses."¹ That's the plain definition worth anchoring to, regardless of which state you're working in: dates, line items, dollar amounts, status.

Citation capsule: A loss run is an insurance carrier's record of the claims filed on a policy — claim date, description, amounts paid and reserved, and open or closed status. A loss run request is the written ask, signed by the insured or an agent the insured has authorized, that gets that record released.

If your agent asked you for loss runs

If your agent told you to "send your loss runs," you have two sources. First, check your carrier's online policyholder account — many now post claims history directly. Second, call the carrier's service line and ask for the same report, or sign the authorization letter below so your agent can request it on your behalf. Either way, send your agent what you already have — prior-year loss runs, declaration pages, anything from past policies — before they start chasing the carriers themselves.

Loss run authorization letter (signed by the insured)

Most carriers release loss runs only to the named insured or to an agent the insured has authorized in writing. Have the insured sign one authorization per carrier, on their letterhead, before you send anything. It names the carrier, the policies, the period and who should receive the report.

[Insured Legal Name]
[Business Address]
[FEIN: optional]

[Date]

[Carrier Name]
[Loss Run / Underwriting Service Department]
[Carrier Address]

Re: Authorization to Release Loss Run Information
Policy Number(s): [Policy Numbers / Lines of Business]

To Whom It May Concern:

I authorize [Carrier Name] to release complete loss run information for
the policies listed above, covering the past five years or the full
period of coverage, whichever is shorter.

Please send complete loss runs showing all open and closed claims,
currently valued as of the date of this request, directly to:

[Agent/Agency Name]
[Agent Email]
[Agent Phone]

Signature: _______________________
Printed Name: [Name]
Title: [Title]
Date: [Date]

Loss run request letter to the carrier

Send the request to the carrier's loss run or underwriting service address, with the signed authorization attached. Ask for every line and every policy year in the period, with open and closed claims and a current valuation date, so you don't have to ask twice. Send one request per carrier — don't combine multiple insurers into a single letter.

[Agent/Agency Name]
[Agency Address]

[Date]

[Carrier Name]
[Loss Run / Underwriting Service Department]
[Carrier Address]

Re: Loss Run Request — [Insured Legal Name], Policy Number(s)
[Policy Numbers]

To Whom It May Concern:

On behalf of [Insured Legal Name], and under the attached signed
authorization, I am requesting complete loss runs for the following:

Named Insured: [Insured Legal Name]
Policy Number(s): [Policy Numbers]
Line(s) of Coverage: [General Liability / Auto / Workers' Comp / Property / etc.]
Period Requested: [the past five years, or the full period of coverage]

Please include all open and closed claims, amounts paid and reserved,
and a current valuation date for each claim. Signed authorization is
attached.

Please send the report to [Agent Email] by [date, if a deadline applies].

Thank you,
[Agent Name]
[Agent Email / Phone]

If the carrier is in one of the five states below, you can cite the statute directly — for example, "under California Insurance Code section 679.7." Elsewhere, check your state's insurance code before citing anything, and ask for the carrier's own turnaround in writing.

Loss run request email

Most loss run requests now go by email rather than mail. Keep it short: who you are, whose loss runs, which policies and years, where to send them, and the authorization attached as a PDF. Link it to email templates for other document requests if you're building out a standard set for your agency.

Subject: Loss Run Request — [Insured Name], Policy [Number]

Hi [Carrier Contact / Loss Run Department],

I'm requesting loss runs for [Insured Legal Name], policy number
[Number], covering the past five years (or the full period of
coverage). Please include all open and closed claims, amounts paid
and reserved, and a current valuation date.

Signed authorization from the insured is attached.

Please send to this email address. Let me know if you need anything
else to process this.

Thanks,
[Agent Name] | [Agency Name] | [Phone]

How long carriers have to send loss runs, by state

There is no federal deadline. In the five states below, a carrier must provide loss runs within 10 business days to 20 calendar days of a written request, and several bar charging for the first report. Other states have rules of their own; where none applies, the carrier's own turnaround does, so ask for it in writing and calendar a follow-up.

This table lists only the states I checked on the statute itself on October 1, 2026. Others may have rules; check your state's insurance code.

Following up when the loss runs don't come

Put the statutory or promised date in your calendar the day you send the request. If nothing arrives, follow up once, in writing, with the original request and authorization attached and the date it was sent. If the state sets a deadline, quote it.

Subject: Follow-Up — Loss Run Request, [Insured Name], Policy [Number]

Hi [Carrier Contact],

Following up on the loss run request I sent on [date] for
[Insured Legal Name], policy [Number] (authorization attached again
for reference). I haven't received the report yet.

[If applicable: Under [state] law, carriers must provide this within
[X] days of a written request.]

Please let me know the status, or send the report directly to this
email.

Thanks,
[Agent Name] | [Agency Name] | [Phone]

The chase that actually eats your time usually isn't the carrier — it's the insured side: getting a signature on the authorization, finding loss runs or dec pages from a carrier they left years ago, confirming the full schedule of prior carriers. Why chasing clients for documents eats a workday covers that pattern in general; a follow-up email template set helps if you're still tracking this one request by hand.

That's where DokuTrak fits: you send the insured one request — the signed authorization per prior carrier, any loss runs and dec pages they already hold, and the list of prior carriers. They upload through one secure link, no account needed, and follow-ups go out as status updates ("4 of 6 received"). The optional AI first-pass check flags a wrong-type, wrong-period, expired, incomplete or unreadable file — you still accept every file, and still check the valuation date and each line below. See pricing.

For the rest of the submission packet, or how insurance agents collect client documents day to day, those pages go further.

What to check when loss runs arrive

Before you forward loss runs to an underwriter, check four things: the valuation date, the full period you asked for, every line of coverage, and open claims with their reserves. A loss run that misses a year or a line sends the submission back to you.

• Valuation date — is it current enough for this submission? Ask the market what it accepts; there's no single rule.
• Period complete — does it cover every year you requested, per carrier?
• Every line of coverage — general liability, auto, workers' comp, property, umbrella — not just the one line that was top of mind.
• Open vs. closed status — on every claim, not just the large ones.
• Reserves on open claims — missing reserves make an open claim look smaller than it is.
• Carrier letterhead and legibility — a scanned, cropped, or unbranded page is hard for an underwriter to trust.
• "No losses" pages for claim-free years — a gap in the years can otherwise read as a missing year, not a clean one.
• Matches the application's prior-carrier list — a loss run from a carrier not listed on the application raises a question before it answers one.

Loss runs vs. a no-loss letter

A no-loss letter is a short signed statement that no claims were reported during a period. Agents use one when a carrier reports no claims, or when a business had no prior coverage. Ask the underwriter first whether they'll accept one signed by the insured, or need it on the carrier's letterhead.

[Insured Legal Name]
[Business Address]

[Date]

Re: No-Loss Statement — Policy Period [Dates]

I, the undersigned, confirm that no claims were filed under
[policy/policies] during the period from [start date] to [end date].

Signature: _______________________
Printed Name: [Name]
Title: [Title]
Date: [Date]

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Start your 14-day free trial and stop chasing insureds for loss runs, signatures and dec pages by email. 14-day free trial, no card. Add one only to keep going.

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Sources

Footnotes

1. California Legislative Information, "California Insurance Code §679.7," retrieved 2026-10-01. https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=INS&sectionNum=679.7 ↩ ↩² ↩³

2. Florida Legislature, "Florida Statutes §626.9202 (2026)," retrieved 2026-10-01. https://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&URL=0600-0699%2F0626%2FSections%2F0626.9202.html ↩ ↩²

3. Kentucky Legislature, "KRS 304.20-100," retrieved 2026-10-01. https://apps.legislature.ky.gov/law/statutes/statute.aspx?id=40249 ↩ ↩²

4. New York State Department of Financial Services, Office of General Counsel Opinion No. 05-08-12 (Aug. 16, 2005), describing N.Y. Insurance Law §3426(g)(2), retrieved 2026-10-01. https://www.dfs.ny.gov/insurance/ogco2005/rg050812.htm ↩ ↩²

5. Oregon Administrative Rules, "OAR 836-080-0810," retrieved 2026-10-01. https://oregon.public.law/rules/oar_836-080-0810 ↩ ↩²