Built by Richard Vaughn, CPCU, ARM, AIS — 35 years in commercial lines P&C, workers' comp TPA founder, and independent insurance consultant.

Loss Run Request Letter + 5-Year Loss Tracker

Request loss runs the way carriers expect to receive the request, then organize what comes back. The Word letter cites the policyholder's right to currently valued loss runs; the Excel tracker summarizes five years by line and policy year; the statute table lists states that set a delivery deadline.

Word + Excel Coming soon

Who it is for

Agents and brokers marketing an account, business owners preparing to shop their insurance, and risk managers maintaining a loss history.

What is inside

  • Word loss run request letter with placeholders for carrier, policies, and years requested
  • Excel five-year loss tracker: claims by policy year and line, open versus closed, paid and reserved, with totals and frequency per policy
  • State loss-run statute table listing states with a statutory delivery deadline and the deadline in days
  • Notes on currently valued loss runs and why the valuation date matters
AI prompt pack: fill this template with ChatGPT or Claude

Paste the prompt below into ChatGPT or Claude together with your own documents (declarations pages, certificates, P&L, contracts). It is written to return results in this template's column order.

You are an insurance analyst. I will paste a carrier loss run. For each claim, extract claim number, date of loss, line of coverage, status (open or closed), paid indemnity, paid expense, reserves, and total incurred. Output the rows in the column order of my 5-Year Loss Tracker and then summarize total incurred and claim count by policy year.

Check anything an AI tool returns against the source document before you rely on it. The prompt is a starting point, not a substitute for reading the policy.

Questions

What are currently valued loss runs?

A loss run valued as of a recent date, typically within 60 to 90 days, showing paid and reserved amounts as they stand now. Underwriters discount stale loss runs because reserves change.

How many years should I request?

Five years is the norm for most commercial lines; workers' compensation underwriters may want the years used in the experience modification calculation. The tracker is built for five policy years.

Do carriers have to provide loss runs?

In many states, yes, within a set number of days of a written request from the policyholder. The statute table lists states with a deadline. Confirm the current requirement in the applicable state before relying on a deadline.

Can my broker request them for me?

Yes, with your authorization, which is one reason the letter carries a policyholder signature.

Related templates

BOR Letter

A broker of record letter tells a carrier that you have appointed a new agent or broker for the policies you list and withdraws the authority of the prior one....

Free online generator FreeFree

Agency E&O Pack

The three documents that keep an agency's errors-and-omissions file defensible. A signed declination shows the client was offered coverage and declined it; the...

Word Coming soon$29

COI Tracker

Track every vendor and subcontractor certificate of insurance in one workbook. Enter the limits a certificate shows, and the sheet compares them to the...

Excel $29

Free insurance tools

Use the letter generators in your browser, or download the free home inventory and proof-of-loss guide.

Browse free tools