Insurance loss-run request automation

Define the request before choosing the route

A commercial account manager may need reports for several policies and historical terms to prepare a renewal. The task is to assemble an authorized request, track each carrier response and deliver source-matched reports with a clear exception list. Receipt of a request is a separate checkpoint from receipt of the requested reports.

Travelers’ business claim-resources page says its loss-run email request should include the policy number, policy period and line of business, with Excel or PDF format specified. This is Travelers-specific guidance, checked October 6, 2026; the page does not show a publication or revision date. Confirm the relevant carrier’s current route and authorization requirements before using it.

Keep one record for each policy and period

Use a row per requested policy-term segment, linked to its authorization and request editions. Shared email threads can group rows, but should not hide a missing term or reset every row to “received” when one attachment arrives.

Follow the task through four checkpoints

1. Check permitted scope

   Account manager and permission authority

   Match the requester, insured reference, policy and term to the available authorization. Ask the responsible agency owner to resolve omissions; do not infer permission from possession of a prior report.

2. Prepare the carrier-specific request

   Request preparer and configured reviewer

   Confirm the current route and include the accepted request edition’s policy periods, line, format and desired valuation date. Obtain the review required by the agency’s standard operating procedure (SOP) for that exact recipient and scope.

3. Separate receipt from completeness

   Response tracker and completeness reviewer

   Retain the request reference and carrier acknowledgment. On report arrival, match the insured, policy, term and stated valuation date to the request; keep missing pages or periods assigned to an owner.

4. Hand off accepted segments

   Account manager and receiving renewal preparer

   Give the renewal preparer the reviewed report editions and a segment-level gap list. Record their acknowledgment of the permitted next use, then confirm any required agency-record entry separately.

Worked example: two policies, different open gaps

Illustrative example using synthetic data. All references, dates, responses and review decisions below are fictional; no carrier request or Decla task was executed. The account team wants P1’s two historical terms and P2’s 2025–2026 term, with September 30, 2026 valuations. The ledger preserves authorization changes and report editions rather than treating the whole account as complete.

Follow up on the unresolved segment

• Keep a follow-up item tied to the exact missing report, term, page or valuation clarification. A reminder about one received segment should not reopen a completed request or silently add an unauthorized period.
• If the carrier acknowledgment is absent, check the existing request reference and channel outcome before sending a duplicate. An uncertain response is a reason to investigate, not proof that nothing was submitted.
• If a replacement report changes the insured reference, term or edition, return it to the completeness reviewer. Preserve the earlier report as history and state which edition is accepted for next use.
• Use an agency-owned follow-up date and backup owner. Pause on withdrawn authorization, a changed request, an unresolved route or an explicit stop instruction; do not convert an internal reminder into a carrier deadline.

Ask for evidence of this exact workflow

Decla’s About page positions the company as an AI operations platform for commercial insurance. That positioning does not establish a particular carrier request route, supported loss-run task or configured approval policy.

• For your selected carrier and connected interface, ask to see the permitted requester and policy-period inputs, the agency review point and the exact request artifact or action.
• Then inspect the returned acknowledgment and report separately: which term and valuation date were actually supplied, which gaps remained and what the receiving owner accepted.
• Include a missing-authorization and incomplete-report branch in the evaluation. Ask how the task stops, who receives the exception and how an uncertain action outcome is reconciled before retry.

Frequently asked questions