How to file a travel insurance claim: A step-by-step guide

Travel insurance can help cover costs if your trip itinerary goes sideways, but purchasing a policy is only the first step. To get reimbursed, you’ll need to file a claim within a certain time and provide enough documentation to back it up.

Your insurer will need to verify what happened, confirm the expense is covered by your policy, and then review your receipts before you can receive a payout. Along the way, there are plenty of opportunities for your claim to get denied if you’re not careful. 

Here’s how to file a travel insurance claim, including what paperwork you’ll need and what to do if your claim stalls out.

Read more: Travel insurance: What it covers, costs, and how to choose the right policy

When should you file a travel insurance claim?

Depending on your policy, travel insurance can cover a range of expenses. But to receive reimbursement, you’ll need to prove you lost money due to an event covered in your policy. 

Your policy might list a couple of dozen different covered reasons. Allianz, a major travel insurance company, says some policies may list up to 28 covered reasons for trip cancellation and up to 20 for trip interruption. 

Reasons can range from the death of a family member to job loss or getting into a serious car accident on your way to the airport. 

Timing matters. Don’t wait until you’ve been home for weeks to start gathering receipts or medical records, said Suzanne Morrow, CEO of InsureMyTrip, a travel insurance comparison site: “Travelers should start the claims process as soon as they become aware of a loss.” 

Ideally, you want to contact your travel insurance company within 24 hours of the incident. Many insurers let you file a claim online or through an app, even if you’re still traveling.

“If you’re waiting on paperwork, don’t wait to notify your insurer,” said Morrow. “Opening the claim early can help streamline the process and give you a clear understanding of what’s still required.”

Read more: How to compare travel insurance to choose the right policy

What to do before you leave home

Being prepared can help make the process easier if you ultimately need to file a claim. 

First, make sure to read your policy carefully. Pay close attention to the sections on covered reasons, exclusions, benefit limits, and claim deadlines. 

Specifically, you’ll want to consult the certificate of insurance, the official document you received from the insurer when you bought your policy. This is the fine print that really matters — not the marketing page on the insurer’s website. 

Here are some other to-dos to add to your travel-prep checklist:

Save a digital copy of your policy on your phone: Save your insurer’s emergency assistance number, too, along with your policy number. 

Take photos of important belongings while you pack: Think expensive electronics, jewelry, luggage, and other valuables. If something is stolen or damaged, photos can help show the condition of your items prior to the trip. It can also be beneficial to create a list of what items are stored in each suitcase. 

Keep copies of prepaid, nonrefundable trip costs: This includes airfare, hotels, cruises, tours, and excursions. You’ll usually need proof of what you paid as well as proof you haven’t been refunded yet. 

Confirm you have a preexisting condition waiver: If medical coverage is your primary reason for buying travel insurance, you’ll want to confirm your policy includes a preexisting condition waiver. Without one, your claim can get denied if the insurer believes the health issue at the center of your claim began prior to your trip. If you buy travel insurance 14 to 21 days after your first trip payment for the full nonrefundable cost and are medically able to travel at the time, the policy should cover many preexisting medical conditions — but always double-check. 

Bring copies of relevant prescriptions and keep your doctor’s contact information handy: For international trips, know whether your travel insurance requires you to contact the assistance line before seeking nonemergency treatment. Giving that number a call either way can be a smart move. Travel assistance hotlines don’t pay your claim, but they can help connect you with local doctors, hospitals, translators, legal referrals, or transportation help.

Understand your credit card benefits: Some travel credit cards include trip delay, baggage delay, or rental car coverage. They can come with exclusions, though, and coverage amounts are usually less than what insurance providers will guarantee.

Learn more: Is travel insurance worth it?

How to file a travel insurance claim: Step by step

Filing a travel insurance claim is a detail-oriented process. To minimize headaches and delays, your claim needs to clearly document what happened, how much money you lost, and the provision in your policy that applies to the situation. 

Here’s how to handle the process:

Contact the right company first 

If an airline canceled your flight, the airline may owe you a refund before your travel insurer pays anything. If your baggage is lost, report it to the airline immediately. If something is stolen, report it to local law enforcement. 

Your insurer will usually want proof that you contacted the responsible party first. If your reservations are refundable or booked with miles and points that you can easily get back without major fees, you might not have much — or anything — to claim with your travel insurer.

Review your policy before you file 

Find the benefit that matches your situation, such as trip cancellation, baggage loss, or emergency medical care. Also, pay attention to dollar limits, waiting periods, and exclusions.

Notify your travel insurer 

Start the claim online, through the insurer’s app, or over the phone. For medical emergencies or evacuations, call the insurer’s emergency assistance line as soon as possible. 

Choose the correct claim type 

If you’re unsure, get clarity on the specific type of claim form you need to file by contacting your travel insurance company. 

Write a clear timeline and explain what happened

When filing a claim, the more specific you are, the better. Have these details handy: 

Dates and times 

Flight numbers

Names of hospitals or hotels

The exact reason you lost money

How much money you lost — with receipts

Submit your documentation

Upload everything that bolsters your case. If you send screenshots, make sure names, dates, and dollar amounts are all visible.

Show what wasn’t refunded

Insurers don’t want to pay for costs that another third-party might reimburse. Include refund denial letters, partial refund confirmations, or statements showing what the airline, hotel, or cruise line did (or didn’t) reimburse.

Submit the claim and save the confirmation

Save the claim number, submission date, and copies of everything you uploaded.

Respond quickly to follow-up requests 

If the insurer asks for more information, don’t ignore it. A missing document can slow down or halt an otherwise valid claim. 

What documentation do you need for the travel insurance claim process?

The documents you need to file a claim depend on why you’re filing, but most claims require proof of payment, proof of loss, and proof of the event that caused the loss.

For trip cancellation or interruption, you’ll likely need your itinerary, receipts for prepaid costs, cancellation confirmations, refund statements, and documentation showing why you canceled or cut the trip short. If illness or injury caused the cancellation, you’ll need to provide a doctor’s note or medical records.

For travel delay, you’ll usually need proof of the delay from the airline or carrier, your original itinerary, and receipts for covered expenses such as meals, lodging, or transportation. The U.S. Department of Transportation considers airline-caused delays of three hours or more “significant,” but your insurance policy might set a different benchmark, such as six or 12 hours. 

For baggage delay or loss, you’ll usually need to submit a report from the airline or transportation company, along with a list of missing items and receipts for replacement purchases. For theft, you may need a police report.

An emergency medical claim often requires the most documentation. You’ll need to provide medical records, bills, receipts, authorization forms, discharge notices, and possibly an explanation of benefits from your primary health insurer if your travel policy is secondary.

Read more: Does travel insurance cover illness? It depends.

How long does a travel insurance claim take?

The claims process can take anywhere from two to six weeks on average, said Chrissy Valdez, senior director of operations at Squaremouth, a travel insurance comparison site. 

“One of the most common misconceptions about the claims process is that the clock starts when you file,” Valdez said. “It actually starts when all required documentation has been received.”

So while you might be able to open a claim before gathering all your receipts or medical records, the process will remain paused until everything is submitted. 

Insurers can be picky about documentation, especially when it comes to filing any medical-related claims. For example, canceling a trip after a positive Covid home test might not cut it — you’ll likely need a doctor’s note. 

If you’re not sure what’s missing or causing a slowdown, call the insurer and ask. 

“Coverage is peril-specific,” said Valdez. “Reach out to your provider immediately to confirm whether your plan covers the event in question and what documentation is required.”

Read more: How much does travel insurance cost?

Why did my claim get denied — and what can I do?

Common denial reasons include filing after the deadline, canceling for a noncovered reason, or failing to provide receipts or proper medical records. 

If your claim is denied, don’t panic. Read the denial letter carefully. It should explain why the insurer rejected the claim and cite the part of your policy that supports the denial. 

Insurers rarely cover certain scenarios even with a preexisting condition waiver, so don’t be surprised if your claim gets denied for one of these reasons:

Pandemics

Civil and political unrest at your travel destination

Pregnancy and childbirth

Engaging in risky, adventure activities such as bungee jumping, backcountry skiing, scuba diving, and snowboarding

After you receive the denial notice, go back to your original policy and review it again. If the insurer misunderstood the facts or missed a document, submit an appeal with a short letter, the claim number, and any additional evidence. 

Purchasing your policy through an insurance marketplace might offer another avenue of recourse. Squaremouth, for example, says every policy sold through its site gives customers access to a team that can help file claims, investigate why a claim was denied, and assist with appeals. 

“They can help guide you through the filing process and advocate on your behalf with the provider,” said Valdez.

If the insurer still won’t reconsider and you disagree with the decision, you can file a complaint with your state’s department of insurance through the National Association of Insurance Commissioners’ consumer portal.

For airline issues that your carrier or travel agency won’t fix, the U.S. Department of Transportation’s Office of Aviation Consumer Protection (OACP) complaint form can be helpful and surprisingly easy to use. The form covers only air travel issues, and the OACP encourages travelers to try resolving the issue with the company first. But if that doesn’t work, OACP will forward your complaint to the airline or travel agency and require them to respond directly to you.

How to file a travel insurance claim FAQs

How long does a travel insurance claim take to process?

The claims process typically takes two to six weeks. Complete documentation can speed things up. Missing receipts, medical records, or refund confirmations can delay the claim.

Can I file a travel insurance claim without receipts?

You can file, but the claim will likely remain on hold until you can submit receipts or other documentation. Some insurers may accept alternate proof, such as credit card or bank statements, photos, or written confirmations. Still, receipts are best because they show what you bought, when you bought it, and how much you paid.

Can I file a travel insurance claim for a flight delay?

Yes, flight delays are covered if your policy includes travel delay coverage and the delay meets the policy’s rules. Many policies require the delay to last a certain number of hours before coverage begins — for example, a trip delayed by six or 12 hours. You’ll usually need proof of the delay from the airline and receipts for covered expenses, such as meals, lodging, or transportation.