Pulling your agency data from Carrier portals and loss runs

Your carriers hold the most reliable record of your book — and they're the only place loss ratios live. Even agencies with a full AMS should pull loss runs from the carriers.

What to ask each carrier for

• Book of business / policy listing for your agency code(s) — including cancelled and non-renewed policies — covering January 1 three years ago through the most recent date available
• Commission statements for the last 12 closed months (and the monthly history if the portal keeps it)
• Loss runs or loss-ratio reports for your agency code — the most recent, plus every historical period they can provide
• Contingency / profit-sharing statements and the agreement behind them
• Written confirmation that your appointment or code can transfer to a buyer (item 7)

Most carriers put some of this in their agent portal; the rest comes from your territory or marketing rep. Wholesalers and MGAs you place through can usually provide the same for business written on their paper.

If your carriers download into an AMS

Many agencies receive policy and commission data from carriers automatically through Ivans Download, which sends carrier policy data, direct-bill commission statements and claims into the agency's system. If yours does, your AMS export may already contain most of this — but get loss runs from the carriers either way.

The fields the policy listing needs

• A unique policy or customer ID (names are not needed — de-identified is fine)
• Carrier and product / line of business
• Written premium and agency commission
• Effective date and expiration date
• Transaction type: new business, renewal, rewrite, endorsement, cancellation
• Status
• Cancellations and non-renewals — not just the policies in force today

Where to get help

• Ivans Download (carrier data into your system)

Copy-and-send request

Send this to each carrier rep as-is. It asks for the output, not a particular screen, so it works whatever version you run.

Hi your carrier rep,

I need two exports from our agency's data and want to make sure I get the right reports:

1) A policy / transaction history covering January 1 three years ago through the most recent date available. It must include:
  - A unique policy or customer ID (names are not needed — de-identified is fine)
  - Carrier and product / line of business
  - Written premium and agency commission
  - Effective date and expiration date
  - Transaction type: new business, renewal, rewrite, endorsement, cancellation
  - Status
  - Cancellations and non-renewals — not just the policies in force today
If the system can only export active policies, please also run the same report as of 12 months ago.

2) Premium and commission by carrier, by month, for the last two complete years and year to date, with commission income and agency fee income shown separately.

Customer names are not needed; IDs are fine. Excel or CSV works best.
Can you tell me which report(s) produce this, or run it for us? We'd also like written confirmation that our full book and its history can be exported.

Thank you.

Don't have all of it?

Send what you have. Partial data is better than none — we'll tell you exactly what's still missing. See the full checklist or start a confidential conversation.