Insurance Loss Runs: What They Are, How to Get Them, and Why They Matter

A loss run is a report from an insurance carrier that shows a policyholder's claims history — typically covering the past three to five years. It lists every claim filed under the policy: the date of loss, type of claim, amounts paid, amounts reserved, and whether the claim is open or closed. Loss runs are the carrier's official record of what happened during the policy period, and they're required by virtually every carrier when quoting commercial insurance.

For independent agents, loss runs are both essential and frustrating. Essential because you can't get accurate commercial quotes without them. Frustrating because the current carrier controls the timeline — and that carrier has little incentive to help you move the client to a competitor.

A loss run lists every claim: date of loss, type, amounts paid, reserves, and open/closed status. Carriers are legally required to provide them to the named insured. Request them 60–90 days before renewal to give yourself time to shop — some states set maximum response deadlines, but many carriers take the full statutory period when they know you're remarketing.

What a Loss Run Contains

A loss run report is a standardized summary of claims activity. While the format varies slightly by carrier, every loss run includes the same core information.

Standard Loss Run Fields

Policy number and period. Identifies which policy the claims belong to and the coverage dates. A five-year loss run will show multiple policy periods.

Date of loss. When each incident occurred. Not the date the claim was filed — the date of the actual event (accident, injury, property damage).

Claim number. The carrier's internal tracking number for each claim.

Claimant information. The name of the person who filed the claim (for liability claims) or a description of the loss (for property claims). Some carriers redact personal information on loss run reports.

Type of claim. The coverage line the claim falls under — general liability, property, workers' compensation, commercial auto, etc. This tells underwriters which line of the policy is generating losses.

Amounts paid. The total dollars the carrier has paid on the claim to date. This includes indemnity payments (the actual loss amount) and expense payments (legal fees, adjuster costs, other handling expenses). Some loss runs break these out separately; others show a combined total.

Amounts reserved. The carrier's estimate of future payments still expected on the claim. Open claims carry reserves; closed claims typically show zero reserves. Reserves are the carrier's best estimate — they can go up or down as the claim develops.

Claim status. Open or closed. Open claims are still being managed and may result in additional payments. Closed claims have been fully resolved.

Total incurred. The sum of amounts paid plus amounts reserved. This is the number underwriters focus on most — it represents the full expected cost of the claim.

What Loss Runs Don't Show

Loss runs show claims history, but they have limitations:

• They don't explain context. A $50,000 general liability claim could be a slip-and-fall at a retail store or a product defect complaint — the loss run may not clarify.
• They don't show near-misses or unreported incidents.
• They don't reflect risk improvements the client has made since the claim.
• They may not include claims from prior carriers — only the issuing carrier's claims are included.

This is why agents should always supplement loss runs with a narrative explanation for any significant claims. Underwriters reading a loss run see numbers; your submission cover letter provides the story.

Why Carriers Require Loss Runs

Every carrier requires loss runs when quoting commercial insurance. There's no way around this requirement, and understanding why helps agents manage client expectations.

Underwriting Risk Assessment

Loss runs are the primary tool underwriters use to assess a prospective insured's risk profile. A business with zero claims in five years is a fundamentally different risk than a business with three liability claims totaling $200,000. The loss run makes this distinction concrete and verifiable.

Underwriters evaluate loss runs for several specific patterns:

Frequency vs. severity. Multiple small claims (high frequency) can be more concerning than one large claim (high severity). Frequent small claims suggest systemic risk — poor safety practices, inadequate training, or operational issues that will continue generating losses. A single large claim may be an isolated incident.

Trending. Are claims increasing year over year, or decreasing? An improving trend — fewer claims, lower amounts — suggests the business is managing risk better. A worsening trend raises underwriting concerns.

Open claims. Claims that are still open carry uncertainty. An open claim with $50,000 in reserves might settle for $30,000 or might develop into a $150,000 loss. Underwriters factor this uncertainty into their pricing.

Type of claims. The specific types of losses matter. For a restaurant, slip-and-fall claims are expected to some degree. For an IT consulting firm, even one bodily injury claim is unusual and worth investigating.

Pricing Accuracy

Without loss runs, carriers can't price the risk accurately. They'd be quoting based solely on class code averages, which don't account for the individual business's actual claims experience. Loss runs enable experience-based pricing — adjusting the premium up or down based on the specific account's claims history relative to the class average.

For workers' compensation specifically, the claims history feeds into the experience modification rate (EMR), which directly modifies the premium. A business with better-than-average claims experience gets an EMR below 1.00, reducing their workers' comp premium. A business with worse-than-average experience gets an EMR above 1.00, increasing premium.

Verification

Loss runs serve as a verification check. When a client tells you they have "no claims," the loss run confirms it. When a client says they had "one small claim a few years ago," the loss run shows the actual amount, status, and timing. This protects both the agent and the carrier from making decisions based on incomplete or inaccurate information.

How to Request Loss Runs

Requesting loss runs is straightforward in theory but often slow in practice. Here's how the process works and how to minimize delays.

Who Can Request Loss Runs

Loss runs belong to the policyholder — the business that's insured. They can be requested by:

• The insured directly. The business owner can contact their current carrier and request loss runs.
• The agent of record. If you're the current agent, you can request loss runs directly from the carrier.
• A new agent with a signed broker of record letter. If you're quoting the account as a prospective agent, you'll typically need a signed authorization from the business owner allowing you to request their loss history.

Request Methods

Carrier portals. Many carriers allow agents to pull loss runs directly from the carrier's online portal. This is the fastest method — the report generates immediately or within hours. Check whether each carrier on your panel offers online loss run access.

Email or fax. For carriers without online access, submit a written request via email or fax. Include the policy number, named insured, and the period you need (typically five years). Some carriers have specific loss run request forms.

ACORD forms. The ACORD 611 (Claims History / Loss Run Request) is the standard form for formalizing loss run requests, though many carriers accept less formal written requests via email or fax as well.

Through the client. For policies where you're not the agent of record, ask the client to contact their current carrier directly. The client has an unconditional right to their own loss history — carriers can't refuse a policyholder's request for their own loss runs.

The Timeline Problem

Here's where frustration enters the process. Most states require carriers to provide loss runs within a reasonable timeframe, but "reasonable" varies. Common timeframes:

• Some states specify deadlines: 10 to 20 business days, depending on the state.
• In practice: Most carriers provide loss runs within 5 to 15 business days. Some respond in 24 hours; others take the full statutory period.
• Delay incentives: The current carrier has little motivation to expedite loss runs that might help you move the client to a competitor. This is an acknowledged friction point in the industry.

Tip for agents: Request loss runs 60 to 90 days before the renewal date. This gives you enough time to receive the runs, submit to alternative carriers, get quotes back, and present options to the client — even if the current carrier takes the maximum time to respond. For more on building this timeline into your workflow, see our guide to remarketing commercial renewals.

How to Read a Loss Run Like an Underwriter

When you receive loss runs, reviewing them before submitting to carriers helps you anticipate underwriting questions and proactively address concerns.

Step 1: Check the Basics

Verify the named insured, policy periods, and coverage lines match what the client told you. Discrepancies — a different business name, a gap in coverage periods, or an unexpected line of business — need clarification before you submit.

Step 2: Count and Categorize Claims

How many claims total? What types? Create a quick summary:

• Total claims: X
• Open claims: X (with total reserves of $Y)
• Closed claims: X (with total paid of $Y)
• Claims by line: GL: X, Property: X, WC: X, Auto: X

This summary gives you the same overview an underwriter will create when they receive the loss runs.

Step 3: Look for Red Flags

Multiple claims in a short period. Three claims in the same year is more concerning than three claims over five years — it suggests an active problem rather than bad luck.

Large open reserves. An open claim with $200,000 in reserves represents significant uncertainty. Be prepared to explain the claim status and expected resolution.

Same type of claim repeated. Two slip-and-fall claims at the same location in consecutive years suggests an unresolved hazard. Three workers' comp claims for the same type of injury suggests a systemic safety issue.

Claims that seem inconsistent with the business. A professional services firm with bodily injury claims, or a small office with a $100,000 property claim — these warrant investigation before submission.

Step 4: Prepare a Narrative

For any significant claims (above the carrier's large loss threshold, typically $10,000 to $25,000 in total incurred), write a brief explanation to include with your submission:

• What happened (the facts of the loss)
• What the client did in response (corrective actions, risk improvements)
• Current status (settled, in litigation, expected resolution)

This proactive approach positions the account favorably. An underwriter who sees a $75,000 GL claim with no explanation will assume the worst. An underwriter who sees the same claim with context — "Slip and fall due to a broken tile. Client replaced flooring throughout the premises. Case settled. No similar incidents since." — evaluates the risk very differently.

Loss Runs and the Remarketing Bottleneck

Loss runs are the single biggest bottleneck in the commercial remarketing process. Here's why — and how to work around it.

The Problem

When you decide to remarket a client's commercial insurance at renewal, the first step is obtaining loss runs from the current carrier. You can't submit to alternative carriers without them. But the current carrier controls the timeline, and every day they delay is a day closer to the renewal date — making it harder for you to get competitive quotes and present alternatives to the client.

The result: many agents give up on remarketing because the loss run timeline doesn't leave enough room to complete the quoting process before renewal. The current carrier's policy renews by default — not because it's the best option, but because there wasn't enough time to find alternatives.

Working Around the Bottleneck

Request early. As noted above, request loss runs 60 to 90 days before renewal. This gives you a buffer even if the carrier delays.

Use the client. If the carrier is slow to respond to your request, have the client call their carrier directly. Carriers are generally more responsive to policyholder requests than agent requests, especially when the request comes with an implicit message: "My agent is shopping my account."

Start quoting in parallel. Some carriers will provide indicative quotes based on the client's self-reported claims history, with final pricing conditional on receiving loss runs. This lets you start the quoting process before loss runs arrive — you'll have preliminary quotes ready to refine once the official loss history is in hand. For agencies using a comparative rater — see our complete guide to how comparative raters work — you can submit the account with self-reported claims data and update when loss runs arrive.

Track your requests. Maintain a simple log of loss run requests: date requested, carrier, policy number, date received. This helps you follow up on outstanding requests and identifies carriers that consistently delay.

Know your state's rules. Some states have specific statutes requiring carriers to provide loss runs within a defined number of business days. If a carrier consistently exceeds the statutory timeframe, a complaint to the state Department of Insurance can be effective.

Loss Run Tips for Agents

Always Get Five Years

Even if the carrier you're quoting with only requires three years, request five years of loss runs. Some carriers want five years for certain classes or larger accounts, and having the full history available avoids delays if you need to submit to an additional carrier.

Get Loss Runs for All Lines

Request loss runs for every commercial line — even if you're only remarketing one. An underwriter quoting a BOP may want to see the workers' comp loss history too, because it reflects the overall risk management culture of the business. Having complete loss history available makes your submission more thorough and speeds up the underwriting process.

Explain Large Losses Proactively

Don't let the loss run speak for itself if there's a significant claim. Include a cover letter or submission narrative that explains any claim above $10,000 to $25,000 in total incurred. Context matters: what happened, what the client did about it, and why it's unlikely to recur.

Watch for Loss Run Errors

Loss runs occasionally contain errors — claims attributed to the wrong policy, incorrect reserve amounts, or claims that should be closed but show as open. Review loss runs with your client before submitting to carriers. If there are discrepancies, work with the current carrier to get corrected reports. Submitting inaccurate loss runs can result in quotes that don't reflect the actual risk — either too high (costing the client money) or too low (creating potential issues at audit or claim time).

Use Loss Run Data in Client Conversations

Loss runs aren't just an underwriting tool — they're a client advisory tool. Reviewing loss run data with your client during the renewal process demonstrates expertise and creates opportunities to discuss risk management, coverage gaps, and claim prevention strategies. This kind of proactive advisory work is what differentiates independent agents from direct-to-consumer insurance platforms.

For a broader look at building a remarketing workflow that incorporates loss runs effectively, see our guide to remarketing commercial renewals in 5 minutes. For how quoting automation fits into your overall agency operations, see our insurance agency automation guide.

Frequently Asked Questions

How far back do loss runs go?

Most carriers provide loss runs for the current policy period plus four prior years — five years total. Some carriers can provide longer histories (seven to ten years) upon request. The standard requirement for commercial quoting is three to five years, depending on the carrier and the size of the account.

Can a carrier refuse to provide loss runs?

No. Policyholders have a legal right to their own loss history. Carriers cannot refuse a loss run request from the named insured. They may delay, but they can't decline. If you're experiencing unreasonable delays, have the client escalate the request directly with the carrier, or file a complaint with the state Department of Insurance if the carrier exceeds the statutory response timeframe.

Do loss runs cost money?

In most cases, no. Carriers are generally required to provide loss runs to the policyholder at no charge. Some carriers may charge a nominal fee for loss runs requested by parties other than the policyholder or agent of record, but this is uncommon for standard commercial insurance loss run requests.

What's the difference between loss runs and an experience mod?

Loss runs are the raw claims data — every claim, with dates, amounts, and status. The experience modification rate (EMR) is a calculated factor used specifically for workers' compensation pricing. The EMR compares the employer's actual workers' comp claims experience to the expected experience for their class code, producing a modifier that increases or decreases the workers' comp premium. Loss runs feed into the EMR calculation, but they're not the same thing.

Can I start quoting without loss runs?

Some carriers will provide indicative quotes based on the client's self-reported claims history, with final quotes conditional on receiving official loss runs. This approach lets you start the process, but be aware that final pricing may change once the carrier reviews the actual loss run data. Self-reported claims should be treated as preliminary — always verify with official loss runs before binding.

How do loss runs affect my client's premium?

Loss runs directly influence premium in two ways: (1) Workers' compensation premiums are explicitly modified by the EMR, which is calculated from claims data. (2) For all commercial lines, underwriters use loss run data to decide whether to write the risk and at what price. A clean loss history typically qualifies for standard or preferred rates. A history with significant claims may result in higher premiums, policy restrictions, or declination. This is exactly why shopping across multiple carriers matters — different carriers evaluate the same loss history differently.