What Is a Loss Run Report and How to Get One in Texas
What is a loss run report?
A loss run report is a document from your insurance carrier that details your claims history over a specified period—typically three to five years. It lists every claim filed: the date of loss, description, amounts paid, reserves held, and whether the claim is open or closed. Most insurance agents need your loss runs before they can generate a quote for new coverage, because claims history is one of the primary factors carriers use to price your policy. Think of it as your insurance credit report—it follows you when you switch carriers, and what it says directly affects what you pay.
What is a loss run report?
A loss run report is your carrier’s record of every claim filed under your policy during a specific window. It is not a score or a rating—it is raw data. Dates, descriptions, payments, reserves, and status for each claim. Carriers and agents use this data to evaluate your risk profile before offering a quote or renewal.
Loss runs are most commonly associated with commercial insurance—general liability, commercial property, workers’ compensation, commercial auto—where claims history drives underwriting decisions. Personal lines use the CLUE report (a different system) for the same purpose.
How is a loss run different from a CLUE report or an MVR?
Three documents track your insurance and driving history. Each serves a different purpose, comes from a different source, and applies to different insurance lines.
| Feature | Loss run report | CLUE report | Motor vehicle report (MVR) |
|---|---|---|---|
| Source | Your current or former insurance carrier | LexisNexis database (aggregates claims from all carriers) | Texas DPS or other state DMV |
| Insurance line | Commercial: GL, property, workers’ comp, commercial auto | Personal: homeowners, auto, renters | Auto only (personal and commercial) |
| Who requests it | You or your agent requests from your carrier | You request from LexisNexis; carriers pull during underwriting | Carriers pull during auto underwriting |
| What it shows | Every claim under your specific policy: dates, amounts paid, reserves, status | Claims reported to any carrier under your name/address for 5–7 years | Driving violations, accidents, license status for 3–5 years |
| Typical period | 3–5 years (agent specifies when requesting) | 5–7 years (standard database retention) | 3–5 years (varies by state) |
| Used for | Commercial insurance quoting and renewal | Personal lines underwriting and pricing | Auto insurance underwriting and pricing |
Your declarations page—which TDI describes as “a summary of your policy, including your coverages, dollar limits, and deductibles” [2]—is a different document entirely. The dec page shows what coverage you have now. The loss run shows what claims you have filed in the past.
Who needs a loss run report in Texas?
Any business or policyholder switching carriers, renewing coverage, or responding to a contractual requirement may need loss runs. The scenarios below are the most common triggers.
Switching carriers
New carriers require loss runs from your current and sometimes prior carriers before they will quote. Without loss runs, the carrier has no claims data and will either decline to quote or quote at a higher rate to account for the unknown.
Renewal underwriting
Your current carrier pulls loss runs internally at renewal. If you are shopping your renewal, competing carriers will request your loss runs to compare your claims history against their underwriting standards.
Vendor or client contracts
Some contracts require proof of claims history in addition to a certificate of insurance. General contractors, property managers, and franchise operators may request loss runs to verify your claims record before awarding work.
Selling a business
Buyers evaluate the business’s loss history as part of due diligence. Clean loss runs support a higher valuation. A history of frequent or large claims signals ongoing risk that the buyer will inherit.
How do you request a loss run report from your insurer?
Loss runs come from your carrier, not from a third-party database. The request process is straightforward, but timing matters—start before you need them.
Contact your agent or carrier directly
Call or email your agent and request loss runs for the period your new carrier needs—typically the most recent three to five years. If you have multiple policy lines (GL, property, auto, workers’ comp), request loss runs for each line separately.
Put the request in writing
A written request creates a record. Include your policy numbers, the date range needed, and where to send the reports. Email is the fastest channel for most carriers.
Allow a reasonable response period
Most carriers provide loss runs within one to two weeks. Start the request process at least 30 days before you need the reports for quoting or renewal. If your carrier is unresponsive, contact TDI at 800-252-3439 for assistance.
Request from prior carriers if needed
If you switched carriers within the past five years, you may need loss runs from each prior carrier to cover the full history window. Each carrier only produces loss runs for the period your policy was active with them.
Review before forwarding
Read every loss run before sending it to a prospective carrier. Check for errors in claim descriptions, dates, and amounts. An incorrect loss run can cost you at quoting time.
What does a loss run report actually show?
A loss run is a line-by-line record of claims activity under your policy. Each entry contains the same core fields, though formatting varies by carrier.
Policy period and claim date
The policy effective dates and the date each claim was reported. These dates establish which policy year the claim falls under and whether it was reported within the policy period.
Loss date and description
When the loss actually occurred (which may differ from the report date) and a brief description of what happened—slip and fall, vehicle collision, property damage, employee injury.
Amounts paid and reserves
What the carrier has paid on the claim to date and what it has reserved (set aside) for future payments. Open claims show reserves; closed claims show final paid amounts. High reserves signal expected future payouts.
Open or closed status
Whether the claim is still being adjusted (open) or has been fully resolved (closed). Open claims are a red flag for prospective carriers because the final cost is unknown.
The claims data on a loss run feeds directly into your experience modification rate for workers’ comp and into the underwriting review for GL, property, and auto. What the loss run says is what the carrier uses to price your policy.
How do loss runs affect your insurance quotes and premiums?
Carriers read loss runs the way lenders read credit reports. The pattern matters more than any single number. Frequency, severity, and trend are the three dimensions carriers evaluate.
What carriers look for
- Frequency: How many claims per year. Multiple small claims signal systemic risk.
- Severity: How large the payouts are. One large claim is less concerning than many mid-size claims.
- Trend: Are claims increasing or decreasing year over year? An improving trend earns better rates.
- Open claims: Unresolved claims with high reserves suggest future payouts and increase perceived risk.
- Type: The nature of the claims matters. GL slip-and-fall claims are evaluated differently from workers’ comp lost-time injuries.
How to present clean loss runs
- Explain any anomalies or one-time events in a cover letter
- Highlight safety improvements made after past claims
- Show the trend: if claims have decreased, point it out
- Ensure all closed claims are marked closed (contact your carrier to close stale open claims)
- Pair loss runs with your safety program documentation
What to do if your loss runs contain errors
Errors on loss runs are not rare. A claim attributed to the wrong policy year, an incorrect paid amount, or an open status on a claim that was resolved can all affect your quotes. Review every loss run before forwarding it.
Compare against your own records
Match each line item on the loss run against your claim files, adjuster correspondence, and settlement documentation. Flag any discrepancy in dates, amounts, descriptions, or status.
Notify your carrier in writing
Send a written dispute identifying the specific errors with supporting documentation. Include claim numbers, correct dates and amounts, and any carrier correspondence that confirms the correct information.
Request a corrected report
Ask your carrier to issue a corrected loss run reflecting the accurate data. Do not forward the uncorrected version to prospective carriers—errors in your favor are as problematic as errors against you if discovered during underwriting.
Escalate if unresolved
If your carrier does not correct the errors, contact TDI at 800-252-3439 for assistance. Inaccurate claims records can affect your ability to obtain coverage and your premium pricing.
How long should you keep your loss run reports?
Loss runs are historical documents that cannot be recreated if lost. Keep them as long as the claims they document could affect your coverage or pricing.
Retain loss runs for at least five years—the standard lookback period most carriers use when underwriting commercial coverage. If you have workers’ compensation, keep them longer: your experience modification rate is calculated over a rolling three-year period, but underlying data from prior years may be needed for audits or disputes.
Together, these three documents form your complete insurance history: what coverage you carried (dec page), what claims you filed (loss run), and what proof of coverage you provided to third parties (COI). Store digital copies in a secure, organized archive that survives employee turnover.
Loss run report FAQs
Can my insurer charge me for a loss run report?
Practices vary by carrier. Many provide loss runs at no charge as part of standard policyholder service. If your carrier charges a fee, ask your agent whether the fee is standard or negotiable. The cost of producing loss runs should not prevent you from accessing your own claims history.
How far back do loss runs go?
You can request loss runs for the full period your policy was active with that carrier. Most agents request three to five years for quoting purposes. Some carriers retain data longer and can provide extended histories if needed.
What if I have no claims—will I still get a loss run?
Yes. A clean loss run showing no claims is a valuable document. It demonstrates to prospective carriers that you have maintained coverage without filing claims—which typically earns better rates.
Do I need loss runs from every carrier I have used?
If the prospective carrier requests five years of history and you switched carriers during that period, you will need loss runs from each carrier to cover the full window. Each carrier only provides data for the period your policy was active with them.
How long does it take to get loss runs?
Most carriers provide loss runs within one to two weeks of a written request. Start early—at least 30 days before you need them for quoting. If your carrier is unresponsive, contact TDI at 800-252-3439.
Can I dispute a claim on my loss run?
You can dispute inaccurate information—wrong dates, incorrect amounts, claims attributed to the wrong policy. Submit a written dispute with supporting documentation. You cannot remove a legitimate claim from your loss run; it is a factual record of what was filed and paid.
What is the difference between a loss run and an experience modification rate?
A loss run is the raw claims data. An experience modification rate (EMR or e-mod) is a calculated factor used in workers’ comp pricing that compares your claims history to the industry average. The loss run feeds into the e-mod calculation, but they are different documents serving different purposes.
How do Texas claim-handling timelines relate to loss runs?
Texas requires insurers to acknowledge claims within 15 business days and decide within 15 business days after receiving required information. Payment must follow within five business days of approval. [1] These timelines govern how quickly claims are processed—and processed claims are what appear on your loss run.
Sources and methodology
Loss run descriptions reflect standard commercial insurance practice in Texas. Claim-handling timelines are drawn from TDI guidance. Actual loss run content, format, and availability are determined by your carrier’s systems and policies.
- TDI — Getting Your Insurance Claim Paid (prompt payment deadlines) ↗
- Texas Department of Insurance — Home Insurance Guide (declarations page reference) ↗
- Canopy Insurance Texas — Agency licensing disclosures ↗
Coverage descriptions are educational. Carrier policies, underwriting guidelines, and Texas law determine actual claims handling and documentation practices. Discuss specific coverage questions with a licensed Texas insurance professional.
