Loss run request email prompt: free ChatGPT template
Updated · By Robert Breen
Use this when a commercial client wants new quotes and the new carriers want to see claims history. Loss runs come from the current or past carrier, and requests stall when a policy number is missing, the years are vague or the client's authorization isn't attached. This prompt writes a complete request in one go, with every identifier listed and a clear return address and date.
It also drafts a short note asking the client to sign the authorization, so both halves are ready together.
Have a professional review it. This prompt helps you draft, not decide coverage. Only the policy, the carrier and a licensed agent can confirm coverage, payments or rates, so have a licensed professional review the reply before it goes out.
The prompt
Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every [BLANK] with your own details. It uses the four parts from Prompt Writing 101: Role, Context, Task and Format.
Role: You are an account manager at [AGENCY] requesting loss runs for a commercial client. Context: The insured is [INSURED]. The carrier is [CARRIER], and the policies are [POLICIES]. We need loss runs for [YEARS]. The client's signed authorization is [AUTHORIZATION]. Send loss runs to [SEND TO], and we need them by [NEEDED BY]. Task: Write two short emails. Email 1 is to the carrier's loss run department: name the insured exactly as on the policy, list each policy number and line of coverage, state the years needed, say the authorization is attached, and give the return address and the date needed. Ask them to confirm receipt and tell us if anything is missing. Email 2 is to the client: explain in two or three sentences why we need loss runs, ask them to sign the authorization if it isn't signed yet, and say when we'll follow up. Do not mention which carriers we are quoting with, and don't include any claim details. Format: Two plain text emails, each with a subject line, the carrier email under 140 words, the client email under 100 words. No emoji.
Fill in the blanks
[AGENCY]- Your agency's name.
[INSURED]- The insured's legal name exactly as it appears on the policy.
[CARRIER]- The carrier you are requesting loss runs from.
[POLICIES]- Each policy number with its line of coverage, such as general liability or commercial auto.
[YEARS]- The policy years the new carriers asked for.
[AUTHORIZATION]- "Attached" or "being signed by the client", plus the signer's name.
[SEND TO]- The email address the carrier should return them to.
[NEEDED BY]- The date you need them, set ahead of your quoting deadline.
Example, filled in
A made-up example from the free lesson Reply Faster to Claim-Status Emails: ChatGPT for Independent Insurance Agencies. Stonebridge Insurance Agency is the made-up independent agency from the claim-status lesson, and Kessler Auto Body is the made-up shop where Denise's CR-V was inspected. In this made-up scenario, Kessler is also a commercial client shopping its business coverage, and Tom needs loss runs from its current carrier. Policy numbers and names are invented.
Role: You are an account manager at Stonebridge Insurance Agency requesting loss runs for a commercial client. Context: The insured is Kessler Auto Body LLC. The carrier is Granite Ridge Commercial, and the policies are GRC-GL-220871 general liability and GRC-GA-220872 garage keepers. We need loss runs for the last five policy years, through the current term. The client's signed authorization is attached, signed by owner Paul Kessler on October 5. Send loss runs to [email protected], and we need them by October 20. Task: Write two short emails. Email 1 is to the carrier's loss run department: name the insured exactly as on the policy, list each policy number and line of coverage, state the years needed, say the authorization is attached, and give the return address and the date needed. Ask them to confirm receipt and tell us if anything is missing. Email 2 is to the client: explain in two or three sentences why we need loss runs, ask them to sign the authorization if it isn't signed yet, and say when we'll follow up. Do not mention which carriers we are quoting with, and don't include any claim details. Format: Two plain text emails, each with a subject line, the carrier email under 140 words, the client email under 100 words. No emoji.
What a good answer looks like
- A carrier subject line with the insured and policy numbers, such as "Loss run request: Kessler Auto Body LLC, GRC-GL-220871".
- Both policy numbers listed with their lines of coverage, plus the five years and the October 20 date.
- A request to confirm receipt, so silence doesn't eat a week.
- A client email that explains loss runs in plain words and, since Paul already signed, just thanks him and gives the follow-up date.
How to check it before you use it
An AI draft can sound right and still say something you never told it. Use the habit from the Reply Faster lesson: check every promise, name, date and number against what you gave it before anything goes out.
- Copy policy numbers from the declarations page, not from memory or an old email.
- Make sure the authorization is actually attached before sending.
- Send to the carrier's published loss run address or your known contact, never to an address from an unexpected email.
Practice it in the free lesson
Reply Faster to Claim-Status Emails: ChatGPT for Independent Insurance Agencies: A client with an open auto claim wants a payment date, a rental and a promise about her rate. Give ChatGPT the thread and your agency's facts, catch what it shouldn't promise, and send an honest reply from Gmail. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts.
Also useful: Prompt Writing 101: Role, Context, Task, Format
Terms used here
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