How to Get Insurance Loss Runs for Your Small Business

Loss runs are reports from an insurance company showing a business's claim history for a policy or group of policies. An underwriter may request them when quoting or renewing commercial coverage because prior claims, open claims, payments, and reserves can affect how the risk is evaluated.

Quick answer

Ask the current or prior insurance company for currently valued loss runs for each relevant policy and policy period. The named insured or its authorized broker usually makes the request in writing. Include the business name, policy numbers, requested years, coverage lines, and where the reports should be sent.

If there were no claims, ask for a no-loss report or loss runs showing zero claims. Do not substitute a certificate of insurance, declarations page, or your own claim list when the underwriter specifically requests carrier-generated loss runs.

What a loss run can show

The exact fields vary by insurer and coverage line, but a report may include:

• named insured and policy number
• policy and valuation dates
• coverage or line of business
• claim number and date of loss
• short claim description
• open or closed status
• amounts paid
• outstanding reserves, when included
• total incurred amount

“Currently valued” means the carrier generated the report using claim information current as of a stated date. An older report may be rejected during a quote because an open claim, payment, or reserve could have changed.

Why underwriters ask for loss runs

Claims history helps an underwriter understand frequency, severity, open issues, and whether the business has changed its operations or loss controls. It is one part of the submission, not an automatic approval or decline.

The Texas Department of Insurance advises businesses shopping for commercial general liability coverage to keep loss runs current and be prepared to address claims history. It also recommends documenting risk-management improvements and comparing policies with similar coverage.

Loss runs are different from an experience modification

A workers compensation experience modification, often called an “e-mod,” is a rating factor produced under applicable workers compensation rules. A loss run is the insurer's claim-history report. An underwriter may ask for both, along with payroll, class codes, and current policy information.

How to request loss runs

1. List every policy and carrier

Start with current and prior declarations pages. Build a list of policy numbers, effective dates, insurers, and coverage lines. General liability, workers compensation, commercial auto, property, umbrella, and professional liability may come from different carriers.

2. Ask for the correct history period

The required period varies by market and coverage. A common submission request is several completed policy years plus the current year, but follow the receiving underwriter's exact instructions. Asking for “all available years” can help when records are incomplete.

3. Request reports in writing

Use the carrier's service channel, claims department, portal, or your authorized broker. Keep the sent request and any confirmation. State-specific rules can affect who may request the report and when an insurer must respond.

For example, the California Department of Insurance workers compensation guide explains circumstances in which a policyholder or authorized broker-agent can make a written request for workers compensation premium and loss history reports. That California rule should not be assumed to apply to another state or coverage line.

4. Check the valuation date and completeness

When the reports arrive, confirm:

• every requested policy and year is included
• the named insured matches the business record
• the valuation date is recent enough for the quote
• each claim status is understandable
• totals are legible and pages are not missing

Do not edit a carrier report. If something appears wrong, ask the carrier or claim representative to investigate and issue corrected information.

5. Send reports securely

Loss runs can contain claimant or incident information. Use the secure upload method requested by your agent or underwriter. Avoid posting reports publicly or forwarding them to unrelated parties.

Loss-run request template

Use this as a starting point and adapt it to the carrier's process:

Subject: Request for currently valued loss runs: [Business name]

Please provide currently valued loss runs for [named insured], covering policy numbers [numbers] and policy periods [dates]. Please include [coverage lines] and all available claim history for the requested period. If no claims occurred, please provide a report showing no losses. Send the reports to [authorized recipient and secure delivery method].

The insurer may require authorization, identity verification, or its own form before releasing the reports.

What to do with open claims

An open claim is not necessarily an error. Ask the claim representative whether the status and claim facts are current. A reserve is the insurer's estimate for an unresolved claim; it is not the same as a final payment and may not be disclosed in every jurisdiction or report.

Give the underwriter factual context when requested: what happened, current status, and which safety or operating changes were made. Do not minimize a loss or speculate about a claim outcome.

Common delays to avoid

• requesting only from the current broker when a prior carrier must generate the report
• leaving out older policy numbers or predecessor entity names
• sending reports with an outdated valuation date
• assuming “no claims” means no carrier report is needed
• waiting until the renewal deadline to make the first request
• sending an internal spreadsheet instead of the carrier document

Build a renewal-ready file

Keep declarations pages, policies, loss runs, claim contacts, payroll, revenue, vehicles, equipment schedules, and contract requirements in one controlled renewal folder. Review it before marketing begins so missing reports do not hold up a quote.

For the rest of the submission, use Kinro's business insurance quote checklist. If you need help reading current policy terms, start a Kinro policy review.

Sources and scope

This guide was last checked on August 30, 2026. It uses general commercial-insurance practice plus regulator guidance from the Texas Department of Insurance and the California Department of Insurance. Rules and carrier procedures vary by state, policy, and coverage line. Ask the insurer, licensed agent, or relevant regulator about the requirements that apply to your request.