How brokers collect loss runs for commercial submissions
How brokers collect loss runs for commercial submissions
Loss runs are the commercial bottleneck
Ask any Ontario commercial producer what stalls submissions. Near the top of the list: loss runs.
Loss runs (claims history reports) from prior carriers show:
- Open and closed claims over a period (often five years)
- Loss dates, amounts, and status
- Prior carrier identity and policy numbers
MGAs and underwriters will not quote seriously without them. Clients cannot always produce them quickly. Prior carriers send them on their own timeline.
The broker is stuck in the middle — unless intake is tracked from day one.
Why loss runs get lost
- Client assumes the broker can pull loss history from thin air
- Prior carrier sends runs to the client's email — not the broker
- Runs expire and must be re-ordered mid-submission
- Multiple entities (holding company vs operating company) confuse the request
- CSR saved year 3 in a folder but years 1–2 are still missing — nobody notices until MGA decline
Email has no concept of "four of five loss run years received."
Build loss runs into the commercial checklist
On every commercial client file, track loss runs explicitly:
- Loss run — Carrier A (years 1–5)
- Loss run — Carrier B (if applicable)
- Claims narrative for large losses
- Letter of experience if no prior commercial coverage
- Broker note confirming runs are current (many MGAs reject expired runs)
Each line item gets status: todo, submitted, approved, rejected.
If a PDF is the wrong policy entity, reject it with a reason. The client or CSR resubmits on the same item.
Who collects — producer or CSR?
Producers should open the commercial file and attach the checklist at first contact.
CSRs often own the chase:
- Email clients with instructions to request runs from prior carriers
- Upload runs when they arrive at the brokerage
- Flag the producer when the loss-history section is complete
Co-agent access keeps both roles on one record.
Pair loss runs with the full commercial package
Loss runs are never alone. The same file usually needs:
- Statement of values
- Financial statements
- Application supplements
- Broker narrative
Hivi-X commercial templates track the entire submission — not only loss runs. Export one PDF package when the file is MGA-ready.
What Hivi-X does not do
Hivi-X does not:
- Order loss runs from insurers on your behalf
- Verify run authenticity or claims reserves
- Rate or quote commercial risks
- Replace MGA submission portals
It organizes collection so you know before you hit submit whether loss history is complete.
Retention reminder
Commercial files may need retention beyond the six-year statutory floor. RIBO's handbook suggests 10+ years for commercial lines. Store organized exports in your BMS archive per your brokerage policy.
Start a free trial and add loss-run line items to your commercial checklist.
Answers are general operational information only — not legal, tax, regulatory, clinical, privacy, immigration, or professional advice. Requirements vary by matter, client, and regulator.
Frequently asked questions
- What are loss runs?
- Claims history reports from prior insurers, typically covering five years. MGAs and carriers use them to underwrite commercial risks.
- Why do loss runs delay commercial quotes?
- Clients must request them from prior carriers. Turnaround varies. Brokers often submit incomplete packages and discover the gap when the MGA responds.
- Can clients upload loss runs through Hivi-X?
- Yes. Add loss run items per carrier/year on the checklist. Clients or CSRs upload PDFs through the my-id.ca portal. Your team approves or rejects each file.
Organize broker client files without the email chase
Hivi-X helps Ontario insurance brokers collect application documents with reusable checklists, a Canadian-hosted client portal, self-hosted AI summaries, and exportable PDF packages for Applied, Epic, SIG, or your BMS. Hivi-X is document-collection software — it does not replace your BMS or guarantee RIBO compliance.
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