Loss run request letter
A loss run is the insurer's report of the claims on a policy. Underwriters ask for them at renewal and on new submissions to see an account's claim history. Insurers send them on request, and several states set how many days an insurer has to answer.
This template is not a substitute for the advice of an attorney.
The letter
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What a loss run shows
A loss run usually lists each policy period and each claim in it, with the date of loss, a description, the amounts paid and reserved, and whether the claim is open or closed. The letter asks for all of these.
State laws set the minimum. In Florida, a loss run statement is a report with the policy number, the period of coverage, the number of claims, the paid losses on all claims and the date of each loss. It leaves out claim file documents such as copies of claim files, and the insurer does not have to provide loss reserve information.1
In Maine, the law adds the date the insurer received each claim, a description of the loss, any amount reserved and whether the claim is open or closed. In New York, the report covers closed claims, open claims and notices of occurrences, each with its date and description. In Rhode Island, it includes loss reserves on open claims.2,3,4
State deadlines
| State | Deadline | Law and scope |
|---|---|---|
| Texas | 30 days | Insurance Code 542.102 and 542.103: insurers writing property and casualty insurance, on the policyholder's written request; a list of claims charged against the policy and payments made on each claim; not workers' compensation policies under Section 2051.151 |
| Florida | 15 calendar days | Statutes 627.444: all lines except life insurers, on the insured's written request; 5 years of claims history; one statement a year at no charge |
| New York | 10 days | Insurance Law 3426(g): commercial risk, professional liability and public entity policies, with exclusions such as workers' compensation and excess line policies; on written request by the first-named insured or its authorized agent or broker |
| California | 10 business days | Insurance Code 679.7: commercial policies subject to Sections 675.5 and 676.6, except professional liability; on written request by the insured, or the agent or broker of record if the insured authorizes it; only when the policy is canceled or nonrenewed, the request comes within 60 days before renewal, or the insurer is downrated, conserved or ordered to stop writing business |
| Kentucky | 20 calendar days | KRS 304.20-100: commercial property and casualty; on written request by the insured or the insurer's agent; 5 years; one statement at no charge |
| Tennessee | 10 business days | Code 56-5-123: commercial lines insurers; on written request by the insured or its designee; up to 3 years; one at no charge |
| Rhode Island | 14 days | General Laws 27-29-17.5: on request by the first-named insured or its authorized agent or broker; up to 5 years of open and closed claims |
| Maine | 30 calendar days | Title 24-A, 3042: on written request by the insured or its insurance agent or other authorized representative; an agent or representative who gets the request must pass it to the insurer within 4 working days |
| District of Columbia | 30 days | Code 31-2231.16: property and casualty insurers; on the first named insured's written request; the 3 previous policy years |
Where the details come from
The named insured, the policy numbers and the policy periods are on each policy's declarations page.
Texas counts the information as provided on the date it is deposited with the US Postal Service or personally delivered. Florida counts it as provided when it is sent electronically or made available through an electronic portal, and the insurer must tell the agent of record when it provides one.5,1
Tennessee has the insurer send the loss run directly to the person the request names, and treats electronic messages as written requests.8
Questions
- How long does an insurer have to provide loss runs?
- It depends on the state and the policy. Texas allows 30 days, Kentucky 20 calendar days, Florida 15 calendar days and New York 10 days, each for the policies its law covers. The state deadlines table lists the rest.5,7,1,3
- Can an insurer charge for a loss run?
- Florida, Kentucky and Tennessee bar a fee for one loss run statement, Florida once a year. New York lets the insurer charge a reasonable fee, set by the superintendent, for loss information given on request. The Texas Department of Insurance said in 2005 that an insurer charging a separate fee must file it before charging it and disclose any charge when the request is made.1,7,8,3,10
- How many years does a loss run cover?
- Florida, Kentucky and Rhode Island require up to 5 years, or the full history if shorter. California requires 3 years, or the account's tenure if shorter, plus the current policy period; Tennessee up to 3 years; and the District of Columbia the 3 previous policy years.1,7,4,6,8,9
- Can a broker request loss runs?
- In New York and Rhode Island the insured's authorized agent or broker may ask. Kentucky lets the insurer's agent ask, Maine an insurance agent or other authorized representative of the insured, Tennessee the insured's designee, and California the agent or broker of record when the insured authorizes it.3,4,7,2,8,6
Cloudbreak
Cloudbreak is the owner-side property protection team for commercial and multifamily owners. Our policy review reads your property policy against your buildings and values, and a licensed insurance broker approves every report. Policy reviews are free for any owner.
Sources
The letter is built in your browser and nothing you type is sent anywhere. The state rules are from the published sources below.
- 1. The Florida Senate: 2026 Florida Statutes 627.444, Loss run statements for all lines of insurance
- 2. Maine Legislature: Title 24-A, 3042: Loss information to be supplied
- 3. New York State Senate: Insurance Law Section 3426, Commercial lines insurance; cancellation and renewal provisions
- 4. Rhode Island General Assembly: General Laws 27-29-17.5, Insured's right to loss information
- 5. Texas Legislature: Insurance Code Chapter 542, Processing and Settlement of Claims (PDF)
- 6. California Legislative Information: California Code, INS 679.7
- 7. Kentucky General Assembly: KRS 304.20-100, Loss run statement to be provided upon request, Duties of insurer and insurer's agent
- 8. Justia: 2025 Tennessee Code 56-5-123, Commercial lines insurer's obligation to furnish loss run history to insured
- 9. DC Council: Code 31-2231.16, Failure to provide claims history
- 10. Texas Department of Insurance: Commissioner's Bulletin B-0043-05