How to Get Loss Runs from Insurance Carriers

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 (or an ACORD 36) first.

Step 2: Find where to get the loss run report

Where to get a loss run report depends on the carrier, and sending the request to the wrong department is where most requests get delayed.

• 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 the published loss run route at 28 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 611 form — The ACORD standard "Claims History / Loss Run Request" form. Rarely required: a small number of carriers and MGAs ask for it by name. (Not the ACORD 35, which is a cancellation form.) Learn more about the ACORD 611.
• Carrier portal — Some carriers let you download loss runs directly from their agent portal. This is the fastest option when available.

How to get a loss run report online

If you're the appointed agent, check the carrier's agent portal before you email anyone. The Hartford's portal lets agents pull up to five years of loss history or a custom date range; Chubb's serves loss history on demand for a single policy or a whole account; Liberty Mutual publishes no loss run inbox, so go through its agent portal or your servicing underwriter. Portal access needs your agent login, so an insured without one should request through you or the carrier's claims department.

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