How to File a Travel Insurance Claim

File a claim by contacting your insurer within their deadline, submitting proof of loss, and following their specific process

Most travel insurance claims start with a phone call or online form to your insurance company — not your travel provider. You will need your policy number, the dates of your trip, and documentation of what went wrong: a medical report for illness, a cancellation email for a missed flight, a receipt for a lost bag. The insurer will tell you what else they need and how long you have to submit it. Missing the deadline is the most common reason claims are denied, so file as soon as you know you have a loss.

The process differs by claim type. A medical emergency abroad moves faster than a trip cancellation because hospitals generate records automatically. A lost bag requires the airline's written confirmation that it is missing. A cancelled tour needs the tour operator's statement that the cancellation was their decision, not yours. Read your policy document before anything goes wrong — it lists what counts as a covered loss and what proof each type requires.

Key Takeaways

• Contact your insurance company directly using the phone number or website on your policy card, not your travel agent or airline.
• File within the deadline stated in your policy — most require notice within 30 to 90 days of the loss, and missing this deadline voids the claim.
• Gather original receipts, booking confirmations, medical records, airline statements, and any communication showing why the loss occurred.
• Different claim types require different documents: medical claims need doctor's reports, cancellation claims need proof the provider cancelled, and baggage claims need airline loss reports.
• Keep copies of everything you send and note the date, time, and name of anyone you speak with at the insurance company.

What documents you need before you call

Start by gathering the original proof of your loss. For a medical claim, this is a doctor's report or hospital discharge summary with dates and diagnosis. For a cancelled flight, it is the airline's email or website confirmation that the flight was cancelled. For a lost bag, it is the airline's written report (called a Property Irregularity Report or PIR) stating the bag did not arrive. For a trip cancellation, it is the tour operator's or hotel's statement that they cancelled, plus your original booking confirmation showing you did not cancel.

You will also need proof you paid for what you lost. This means your original receipt or credit card statement for the flight, hotel, tour, or medical treatment. If you paid through a travel agent or booking site, print the confirmation email showing the price and date. Insurance companies will not accept screenshots alone — they want the original transaction record. If you paid in cash and have no receipt, ask the provider to issue a statement confirming the amount and date you paid.

Finally, gather your policy documents. You need your policy number, the dates your coverage was active, and a copy of the policy itself or at least the page listing what is covered. If you bought the policy through an employer, credit card company, or travel agent, you may need to contact them first to get your policy number and the insurer's contact details.

How to contact your insurance company and file

Look for the claims phone number on your policy card or in your policy documents — do not search online and call a number you find, because scam sites copy real insurance company names. Call during business hours and have your policy number ready. Tell them you are filing a claim and what type: medical, cancellation, baggage, or trip interruption. They will either take your information over the phone or direct you to an online portal or email address where you submit the claim form.

If you file online, you will fill out a claim form asking for your policy number, the date of loss, a description of what happened, and the amount you are claiming. Upload or attach the documents you gathered. If you file by phone, the representative will ask the same questions and tell you where to mail or email your documents. Ask them to confirm the mailing address or email, and ask what the deadline is for submitting your supporting documents.

Some insurers have a 24-hour claims line for emergencies — medical claims while you are still abroad, or urgent situations like a flight cancellation stranding you overnight. If you are abroad and need immediate help, call the emergency number on your policy card first. They may arrange a hotel, advance payment, or medical referral while you file the formal claim later.

Deadlines and what happens if you miss them

Your policy states a deadline for notifying the insurer of a loss — usually 30 to 90 days from the date the loss occurred. This is not the deadline for submitting all your documents, but the deadline for telling the company a claim exists. If you miss this deadline, the insurer can deny the claim outright, even if you have perfect documentation. If you are unsure whether you have a claim, call and report it anyway. It is better to file and have the claim denied on the merits than to miss the deadline and have it denied automatically.

After you notify the insurer, they give you a second deadline — usually 30 to 60 days — to submit all your supporting documents. This is when you send the medical reports, receipts, airline statements, and proof of payment. Ask the insurer in writing what this deadline is and confirm it in an email or letter. If you are waiting for a document from a third party (a hospital, airline, or tour operator), contact them immediately and ask them to send it directly to the insurance company if possible.

What happens after you submit your claim

The insurer will review your documents and either approve the claim, deny it, or ask for more information. This review usually takes two to four weeks, though complex medical claims can take longer. You should receive written notice of the decision, not just a phone call. If they approve it, they will pay you by check, bank transfer, or credit card refund depending on how you paid your original premium.

If they deny the claim, they must give you a reason in writing. Common reasons include: the loss is not covered under your policy, you did not meet the deadline, you did not provide required documentation, or the loss was caused by something excluded (like a pre-existing medical condition or travel to a country under government travel warning). If you disagree with the denial, you can ask the insurer to reconsider, provide additional documents, or file a complaint with your state's insurance commissioner.

Claim types and what each one requires

Medical claims need a doctor's report or hospital records showing the diagnosis, date of treatment, and cost. If you were treated abroad, ask the provider to send records directly to the insurer or to you in English. The insurer may ask for a second medical opinion. Keep all receipts and prescription records.

Trip cancellation claims require proof that you cancelled for a covered reason (illness, injury, death in the family, job loss) and proof the cancellation was not your choice. You need a doctor's note for illness, a death certificate for a death, or a layoff notice for job loss. You also need the tour operator's or airline's confirmation that they did not cancel — that you did. Include your original booking confirmation and the cancellation email or receipt.

Baggage claims require the airline's written report (PIR) stating the bag is lost or damaged, your baggage tag or receipt, and receipts for the items inside. Most policies limit what you can claim per bag and per item. The airline may offer compensation first — check what they offer before filing an insurance claim, because some policies reduce their payout by what the airline already paid.

Trip interruption claims cover costs if you have to cut a trip short due to illness or emergency. You need medical records or proof of the emergency, receipts for unused portions of your trip, and proof you paid for those portions. The insurer will reimburse the unused hotel nights, flights, or tour days, not the days you were there.

Common reasons claims are denied

The most common denial is missing the filing deadline. The second is lack of documentation — the insurer asks for a medical report and you send only a receipt. The third is that the loss is not covered under your policy. Read your policy's exclusions section before you travel. Most policies do not cover claims related to pre-existing medical conditions, travel to countries under government warnings, claims caused by alcohol or drug use, or cancellations due to your own change of mind.

Another common denial is that you did not take reasonable steps to prevent the loss. For example, if your bag was stolen from an unattended rental car, the insurer may deny the claim because you left it unattended. If you cancelled a trip without a covered reason, they will deny it. If you filed a claim for a flight delay but the airline already compensated you, the insurer may reduce their payout or deny it entirely depending on your policy language.

Frequently Asked Questions

How long does it take to get paid after I file a claim?

Most insurers pay within two to four weeks of approving your claim, though medical claims can take longer if they need additional records. Once approved, payment usually arrives by check or bank transfer within five to ten business days. Ask the insurer for a timeline when you file.

Can I file a claim if I bought travel insurance after I booked my trip?

Yes, but only if you bought it within a certain window — usually 14 to 21 days of your initial trip deposit. If you bought it after that, pre-existing medical conditions and some cancellation reasons are not covered. Check your policy documents for the exact rules.

What if the airline or hotel already gave me a refund or credit?

Tell the insurer about any money you received from the provider. Most policies reduce their payout by what you already got, or deny the claim if the provider fully refunded you. Some policies cover the difference between a refund and a full reimbursement, so read yours carefully.

Do I need to file a police report for a lost or stolen bag?

The airline requires a written report (PIR), but most insurers do not require a police report unless the bag was stolen and the value is high. Ask the insurer whether they need one before you file a police report, since filing one can delay your claim.

What if I disagree with the insurer's decision to deny my claim?

Ask the insurer in writing to reconsider and explain why you believe the claim should be covered. If they deny it again, you can file a complaint with your state's insurance commissioner, who can investigate whether the insurer followed the law. You can also consult a lawyer, though legal fees may exceed the claim amount for smaller losses.