Loss Run Request Form

A Loss Run Request Form is a structured document that captures an account history of reported claims from current or prior insurers in a consistent way.

Organizations use it to obtain objective, carrier-produced loss data that supports underwriting reviews, credit analysis, and broader risk evaluation across portfolios.

What Is Loss Run Request Form?

A Loss Run Request Form is a standardized document used to formally request a detailed history of past claims and losses associated with a specific policyholder or account.

It typically appears in commercial insurance, financial services, lending, equipment finance, and professional services when carriers, brokers, lenders, and underwriters need objective data on loss experience to support underwriting, pricing, or credit decisions.

Because it follows an accepted format and collects key information such as policy numbers, coverage periods, and the recipient carrier, the form helps different organizations interpret loss histories in a consistent, comparable way.

Its role as a common industry document makes sure loss information is transmitted accurately between agents, carriers, and financial institutions, reducing discrepancies that could affect risk evaluation, loan terms, or contractual negotiations.

By serving as a trusted, repeatable tool across multiple sectors, a Loss Run Request Form supports more reliable assessment of exposure and contributes to disciplined risk and portfolio management practices.

When Is the Loss Run Request Form Used? (Common Use Cases)

A Loss Run Request Form is typically used any time an organization needs a verified history of past claims activity from a current or prior insurer.

It is most often triggered by events such as marketing an account to a new carrier, remarketing at renewal, mid-term exposure changes that materially impact risk, or internal portfolio reviews that focus on loss trends and profitability.

Underwriters rely on the form during new business and renewal workflows to evaluate frequency and severity of prior losses, validate application information, and set appropriate terms, pricing, and deductibles.

Claims and case intake teams reference loss runs to understand prior incidents involving the same insured, identify patterns like repeat locations or causes of loss, and coordinate handling strategies across lines of coverage.

Credit, compliance, and audit reviews use the standardized request to make sure they receive complete, time-bounded loss data that supports financial analysis, regulatory reporting, and internal control testing.

By routing all such requests through a consistent Loss Run Request Form, organizations keep submissions uniform, reduce back-and-forth with carriers, and maintain a reliable documentation trail across underwriting, claims handling, and broader risk management workflows.

What Is Included in a Loss Run Request Form?

A Loss Run Request Form is structured to collect precise information so carriers can locate and release an account's loss history efficiently.

At the top, fields for insured name and contact information typically capture the legal name along with phone or email details, so the recipient can identify who is making the request and respond to the correct person.

Nearby, policy numbers and carriers fields organize coverage identifiers in a clear, reference-friendly format, helping the carrier match the request to the specific policies involved.

Line(s) of coverage requested appear as descriptive fields or simple listings, indicating which types of coverage the requester wants loss runs for, such as separating general liability from other lines.

A dedicated area for dates of loss run history needed specifies the time span the insured or broker expects, which frames how far back the carrier must search its records.

Broker or agent information collects the intermediary's details, clarifying who is coordinating the request and where copies of the loss runs may be sent.

Authorization to release loss runs is presented as a formal statement, supported by a signature and date section that certifies the request and confirms when it was executed.

Why Is a Loss Run Request Form Important?

A Loss Run Request Form is important because it gathers a consistent set of data about an organization's prior claims history, giving insurers, lenders, and professional services teams a reliable foundation for their evaluations.

By structuring key fields such as policy periods, carriers, limits, and loss details in a standardized layout, the form helps prevent missing information that can slow down underwriting reviews or financing decisions.

This standardization supports internal compliance requirements and audit trails, since teams can reference a clear record that aligns with regulatory and documentation expectations.

When the form is filled out completely and accurately, it reduces back-and-forth communication, shortens processing times, and helps make sure that risk assessments, pricing, and coverage decisions are based on a stable, comparable set of facts.

Organizations depend on the Loss Run Request Form because it brings order and predictability to workflows that involve multiple stakeholders, complex histories, and decisions that carry significant financial and operational consequences.

How Can Heron Help With Loss Run Request Form?

Processing Loss Run Request Forms is often slow and fragmented, with teams tracking emails, downloading attachments, and rekeying details into multiple systems.

Heron replaces this manual work with an AI-driven, end-to-end workflow that begins the moment a request arrives.

The platform automatically captures Loss Run Request Forms from shared inboxes, broker and client portals, and secure file transfers, so nothing gets missed in the intake process.

Heron then identifies the specific form type and carrier format, even when layouts vary, and routes each document through the appropriate processing pipeline.

Using specialized models trained on financial and insurance documents, Heron extracts the critical elements of a loss run request, including policy information, requested time period, entity details, and delivery preferences.

The system runs validation checks to make sure required fields are present, data is internally consistent, and key identifiers match existing records, reducing follow-up and clarification cycles.

When issues are detected, Heron flags them clearly so operations and underwriting teams can act with context instead of digging through PDFs.

Once the information is verified, Heron syncs structured data directly into downstream systems like policy admin platforms, CRMs, and data warehouses, preserving existing workflows.

This removes repetitive data entry, shortens the time between receiving a request and responding, and lowers operational friction across brokers, carriers, and service providers.

Teams receive clean, organized Loss Run Request Form data as soon as it hits their environment, supporting faster, more confident decisions across the portfolio.

FAQs About Loss Run Request Form

How is a Loss Run Request Form used in commercial insurance and lending workflows?

A Loss Run Request Form is used to ask an insurer for a detailed history of an applicant's past claims on specific policies. Lenders, brokers, and risk managers rely on this form to validate loss experience, assess risk, and align pricing or loan terms with the actual claims pattern.

Who is responsible for completing the Loss Run Request Form and what authorization is required?

The Loss Run Request Form is typically completed by the insured's internal contact such as a risk manager, CFO, controller, or office of the owner, often in coordination with a broker or agent. The form usually requires a signed authorization from an authorized representative of the insured so the current or prior carrier can legally release claims information.

What information needs to be included on the Loss Run Request Form for it to be processed without delay?

The form generally needs the legal name of the insured, policy numbers, carrier names, effective dates, and the specific lines of coverage for which loss runs are requested. It may also ask for the time period of loss history, producer or broker details, and delivery instructions so the carrier's back office can locate and send the correct reports.

How do organizations submit and track a Loss Run Request Form once it is completed?

Organizations typically submit the completed Loss Run Request Form by email, carrier portal, or agency management system, following each carrier's stated procedures. Operations or underwriting support teams often log the request date, expected response window, and receipt of the loss runs so they can make sure underwriting, credit, or portfolio review work is not delayed.